Saturday, September 20, 2014

Administrative Specialist II

Recruitment #13-0219-01

Introduction

THIS IS A NEW ASSEMBLED EXAMINATION. 

The eligible list resulting from this examination will cancel any existing list and may last approximately one year, but can be extended.

Applications must be in the possession of the Human Resource Services Department by 5:00 p.m. on the Last Day for Filing.  Postmarks are not accepted.  Applications will only be accepted on-line.

Supplemental Questionnaire:  This application requires you to answer supplemental questions.  These questions are found on the on-line application.  A properly completed Supplemental Questionnaire must be submitted with each application.  Applications and Supplemental Questionnaires must be in the possession of the Human Resource Services Department by 5:00 p.m. on the Last Day for Filing.  Failure to submit the Supplemental Questionnaire will result in disqualification.

DESCRIPTION

The following departments/agencies currently have openings for this classification, however the eligible list created for this classification can be used by any County department or agency needing to fill a vacancy:

The Alameda County Library

Alameda County’s vigorous and innovative library is recruiting imaginative and energetic librarians to expand services throughout our diverse communities.  This award-winning library has welcomed over 5 million people through the doors of our ten branch libraries and served 2.4 million visits to our virtual library at www.aclibrary.org.  Our circulation is currently at 6.5 million items for 2011-12.

  

Alameda County Healthcare Services Agency

Alameda County's Health Services Program is administered by the Health Care Services Agency and includes the following program areas: Behavioral Health Care, Public Health, Environmental Health, and Agency Administration/Indigent Health. The ultimate mission of the Health Care Services Agency is to provide fully integrated health care services through a comprehensive network of public and private partnerships that ensure optimal health and well-being and respect the diversity of all residents. Health Care Services Agency currently has multiple career opportunities for experienced licensed professionals to become part of a service delivery team dedicated to the optimal health and well being of Alameda County residents. 

For more information about the Health Care Services Agency, please visit the Agency's website and/or Annual Budget Document found on www.acgov.org

 

The Alameda County Administrator’s Office

The County Administrator is responsible for the implementation of policies and decisions of the Board of Supervisors. The County Administrator's Office is composed of six units that provide and oversee programs serving the entire County. These units include Intergovernmental Affairs and Civic Engagement, Budget and Finance, Clerk of the Board of Supervisors, Diversity Programs, East Bay Economic Development Alliance, and Risk Management.  For more information on The County Administrator's Office please visit: www.acgov.org/cao

 

Alameda County Human Resources Services

Alameda County Human Resources’ mission is to provide high quality and timely human resource services in partnership with County agencies, departments and special districts to enable our customers to reach their organizational goals.  Our vision is to be the employer of choice and a great place to work.
We value partnership and strive for excellence in everything we do, responsiveness to our customers and their needs, fairness in our policies and practices, innovation in developing and implementing new programs, diversity in recognizing everyone’s unique contribution and development of every employee’s full potential.  For more information please visit:  www.acgov.org/hrs

 

Some of our departments/agencies are looking for specific competencies in a candidate:

The Alameda County Library

Experience and/or education in public policy, library information science and human resources is preferred, but demonstrating strong critical thinking skills, written and verbal communication, project management, multitasking, conflict management/resolution, working under tight deadlines and ability to work with/collaborate with departments and individuals are essentials.  The ideal candidate will have the ability to learn new tools (e.g., conflict management), work with limited information and develop a plan of action to resolve an issue and possess an on-going interest in finding better solutions/improving how we can do better as an organization.  In addition, strong quantitative background in statistics with the combination of information systems/technology, social media (i.e., twitter, etc.) and solid Microsoft Professional (i.e., Word, Excel (i.e., Charts, Pivot Tables and Macros), Power Point), Visio, database.  In short, the person should be comfortable in learning and using new information systems (i.e., HRMS, SAP, etc.) and other database management tools (i.e., Sharepoint, Filenet, etc.).

 

The Alameda County Administrator’s Office

Knowledge of business management, accounting and human resources.  Provides administrative and clerical support to the Assistant County Administrator and the Director of East Bay Economic Development Advisory Board, which includes organizing/arranging appointments, travel and accommodation.  Designs and implements new office policies, while enforcing others such as health and safety.  Receives and forwards customer complaints, maintains office correspondence, assigns and regulates clerical and secretarial functions, evaluates and assesses employee performance, oversees recruitment, selection and on-boarding process of new candidates.  Designs, develops and maintains filing systems.

 

Alameda County Human Resources Services

This position will report to the Personnel Manager over the Temporary Assignment Pool (TAP) and Administrative units and may serve as a lead over the Administrative Specialist II, Specialist Clerk II and Account Clerk II positions.  The incumbent will perform professional human resources work for the Temporary Assignment Pool (TAP) Program including but not limited to assessment/hiring, Disability Programs, Diversity Programs, Training, Policy/Process Development, Employee Relations, Vendor Relations, and other duties as assigned.

 

Alameda County Healthcare Services Agency

Under direction, to provide professional level administrative, operational and organizational services to County departments and agencies; to plan and conduct a variety of studies and inquiries; to facilitate the implementation of a wide variety of programs and projects; and to do related work as required.

DISTINGUISHING FEATURES

Administrative Specialist I/II is a flexibly-staffed class series with the work normally performed at the II level, but with initial selection possible at the I (or entry) level. Incumbents hired at the I level will be expected to gain experience and demonstrate proficiency which qualifies them to promote to the II level after the equivalent of one year full time service. Appointment at the I level will not be extended beyond one year.

Responsibilities of this broad administrative series normally encompass a variety of activities, such as planning and conducting organizational and policy studies, performing activities related to personnel, purchasing, contracting and budgeting and overseeing functions and staff in administrative services areas. Administrative Specialists may also supervise the work of a small support staff on a project or day-to-day-basis. Although the work is diverse, all positions are typically characterized by all of the following elements:

• The necessity for independent decision making;
• Project, activity and/or functional planning, oversight and evaluation;
• The ability to significantly influence departmental policies, functions or service delivery activities; and
• The limited availability or nature of supervision.

This series is distinguished from the Financial Services Specialist class series in that the primary responsibilities of the latter classes are in the areas of budget development and administration, financial analysis and projections and/or contract and grants administration, with general administrative services responsibilities being of secondary importance. It is further distinguished from Supervising Administrative Specialist which provides second- level supervision for administrative support and operations staff and functions.

In addition to meeting the minimum qualifications stated below, the ideal candidate will have demonstrated a track record of success in the following areas:

·         Initiative

·         Critical Thinking

·         Learning

·         Working Within Tight Deadlines

·         Multitasking

·         Collaboration

·         Problem Solving

·         Ethics

·         Customer Service

·         Conflict Resolution

 

MINIMUM QUALIFICATIONS

I

Experience:

The equivalent of one year full-time experience in the class of Administrative Specialist I in the Alameda County classified service.

OR II

Education:

Equivalent to graduation from an accredited four-year college or university (180 quarter units or 120 semester units) with major coursework in business or public administration, or a field related to the work.

(Additional professional or paraprofessional administrative experience may be substituted for the education on a year-for-year basis.)

AND

Experience:

Equivalent to one year of full-time professional-level experience in planning and conducting administrative, operational and organizational studies and providing varied administrative support at the level of or higher than that performed by the County class of Administrative Specialist I (http://www.jobaps.com/Alameda/specs/classspecdisplay.asp?ClassNumber=0218&R1=undefined&R3=undefined).

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the "Examples of Duties" section of this specification.

Knowledge of:

· Principles of public administration.
· Practices and techniques of administrative analysis and report preparation.
· Computer applications related to the work.
· Budgetary and financial record keeping techniques.
· Office administrative practices and procedures, including records management and the operation of standard office equipment.
· Basic supervisory principles and practices.
· Basic public personnel, purchasing and contract administration practices.

Ability to:

· Plan and conduct administrative, organizational and operational studies.
· Research, compile and summarize varied information, evaluate alternatives and reach sound conclusions.
· Interpret, explain and apply complex policies, regulations and procedures.
· Plan, assign and review the work of a small staff on a project or day-to-day basis.
· Prepare clear and accurate reports, correspondence, procedures and other written materials.
· Represent the department and the County in meetings with others.
· Organize and prioritize work and meet critical deadlines.
· Maintain accurate records and files.
· Exercise sound independent judgment within established policies and guidelines.
· Establish and maintain effective working relationships with those contacted in the course of work.

Licenses: Specified positions may require possession of a valid California driver's license.

EXAMINATION COMPONENTS

The examination will consist of the following steps:

First we will conduct a review of candidates' applications to verify possession of minimum requirements. Those candidates who possess the minimum requirements for the class will move on to the next step in the examination process which is review of the supplemental application.  Those who are chosen as Best Qualified after a review of their supplemental application will then move onto the next phase of the examination, examination interview which will be weighted as 100% of the candidate's final examination score. The examination interview may contain situational exercises. CANDIDATES MUST ATTAIN A QUALIFYING RATING ON EACH PORTION OF THIS EXAMINATION.  We reserve the right to make changes to the announced examination components.

Alameda County utilizes a Civil Service Selection System founded on merit.  Such a system is competitive and based on broad recruitment efforts and equal opportunity for qualified applicants to test in an examination process designed to determine the qualifications, fitness and ability of competitors to perform duties of the vacant position.  Many of our recruitments are targeted and specific to the needs of a current vacant position, in which case, the eligible list may be exclusively used for that current vacant position.  Other recruitments many be more broadly used for both current and future vacancies, or for other alternate jobs with comparable scopes of work.

To learn more about our recruitment and selection process, please visit the “What You Need to Know” section of our website: www.acgov.org/hrs.

Selection Plan

Applicants will be informed via email with reasonable notice in advance of any examination process which will require their attendance.  The following dates are tentative and subject to change based on the needs of the Agency/Department:

Examination Recruitment Bulletin Release 4/30/13

All applications must be filled out according to the instructions.  Applications that are not fully completed or not completed following the instructions listed will not be considered.  Resumes in lieu of properly filled out applications will not be considered.  Only applications submitted electronically, via the County's online application system, by the final file date will be accepted.  Be aware that if you only complete an application template and fail to submit it to apply for this position, your application will not be accepted.

Final File Date for Applications 5/27/13

Applications must be submitted by 5pm.  Once an application has been submitted, no changes or additions can be made.  No submitted applications will be returned or deleted from the system.  Late applications will not be considered.

Review for Minimum Qualifications/Best Qualified 5/27/13 – 6/10/13

During this time, your application will be reviewed to ensure that you meet the minimum qualifications as stated above.  If you fail to meet the minimum qualifications, you will be notified via email.  If you do meet the minimum requirements, your supplemental application will be reviewed to determine if you are considered best qualified.  Those considered best qualified for the announced positions will be invited to the examination interviews.  Those not considered best qualified will be notified via email.

Examination Interview Dates Week of 6/24/13

During this interview examination, you will be asked to provide examples of past work experiences that highlight the job-related core competencies that successful incumbents of the position possess.  This type of interviewing is called behavior-based interviewing and is the best predictor of future job success.  Your interview examination may include a situational exercise where you may have to perform mock job duties to prove your level of competency.

BENEFITS

ABOUT THE COUNTY

Alameda County, located on the east side of San Francisco Bay, is California's seventh-largest county.  The County employs 9,080 full-time employees and operates on an annual budget of $2.39 billion.  Oakland, the County seat, is California's eighth largest city.  One and a half million people call Alameda County home and live in a variety of incorporated cities, unincorporated communities and rural areas.  As a major urban county, Alameda provides a full range of services to its citizens.  The County is a blend of culturally and ethnically diverse communities, and its mixture of cosmopolitan and suburban areas provides the perfect environment for families and their active lifestyles.  The County offers extensive cultural resources, countless recreational opportunities and an array of fine public and private colleges and universities.

MANAGEMENT EMPLOYEE BENEFITS

MEDICAL PLANS

The County offers HMO and PPO medical plans.  The County has two contributions structures, 1) County contributes 100% of the lowest cost HMO; or 2) County contributes 90% of the HMO plans and 90% of the lowest cost HMO towards the PPO. The County contribution can be prorated based on the number of work hours up to 50% of the standard hours in a pay period.  Employees pay any additional premium costs if they chose an alternate HMO or PPO Plan. If an eligible employee waives all medical coverage through the County, a monthly stipend may be provided.

DENTAL PLANS

The County offers two Dental Plans: PPO and Dental Maintenance Option (DMO). The County contributes up to 100% of the family coverage for both plans as long as the employee works at least 50% of the standard hours in a pay period. The PPO option plan design is 100% Preventative, 80% Basic Care, 80% Major Care with a $45 per individual deductible and annual maximum up to $1,450 per. The DMO option has an orthodontic benefit for children as well as adults.

VISION BENEFIT

The County offers two Voluntary Vision Plans through Vision Service Plan (VSP) for eligible employees.  The two plans consist of a low option and a high option that offer annual eye exams and coverage for various frames and lenses.  The Voluntary Vision Plan is 100% employee paid and available to employees and their dependents.  In addition, an annual eye exam is covered for participants in the HMO Medical Plans with corresponding co-pay. 

LIFE INSURANCE

The County pays for a Basic Life Insurance policy of $25,000.  Supplemental Life Insurance for an employee can be purchased in $10,000 increments up $1,000,000.  Supplemental Life Insurance can also be purchased for spouse/domestic partner and/or eligible dependent children.

ACCIDENTAL DEATH & DISMEMBERMENT (AD&D) INSURANCE

An employee can purchase either a policy for themselves or a family policy in $25,000 increments up to $500,000.

COUNTY ALLOWANCE DOLLARS

The County provides up to $2900 of flex dollars annually, dependent upon the management employee's represented or unrepresented classification.  These flex dollars can be used to pay for medical, Supplemental Life and/or AD&D premiums.  The unused portion of these flex dollars are deposited into a Health Flexible Spending Account for the management employee, which can be used for unreimbursed medical expenses.

HEALTH FLEXIBLE SPENDING ACCOUNT

Employees may opt to salary contribute on a pre-tax basis up to $10,000 for eligible out of pocket medical, dental and vision expenses such as: prescription co-pays, office visit co-pays, prescription eye glasses or contact lenses.

DEPENDENT CARE ASSISTANCE PROGRAM

For employees who have either children under age 13 or dependents (parent, sibling or in-law incapable of self-care) that are dependent upon the employee for care can contribute salary on a pre-tax basis up to $5,000 annually.  These pre-tax dollars can be used to pay for day care expenses provided by a licensed facility.

 

COMMUTER BENEFITS

For the 2011 Plan Year, an employee can set aside up to $230 a month in pre-tax dollars to pay for qualified work-related parking and commuting to and from work transit fees.

HOLIDAYS

Eleven paid holidays plus two or four floating holidays depending on the union bargaining unit.  Represented management employees are entitled up to three additional days of management paid leave. Unrepresented management employees are entitled up to seven days of management paid leave.

VACATION AND SICK LEAVE WITH PAY

Vacation accrual ranges from two weeks to five weeks depending upon years of service and the union bargaining unit to which the position is assigned.  Sick leave accrues at the approximate rate of one-half day per bi-weekly pay period.  Exact rate is based on the union bargaining unit and is defined in the corresponding Memorandum of Understanding.

VACATION PURCHASE PROGRAM

The County allows you to purchase one or two additional weeks of vacation through payroll deduction.  Exact benefit is based on the union bargaining unit and is defined in the corresponding Memorandum of Understanding.

EMPLOYEE ASSISTANCE PROGRAM (EAP)

The County has an EAP available for employees, spouses/domestic partners and eligible dependents.  This program provides services such as: counseling, financial consulting, child and elder care consulting and some legal counseling.

DISABILITY or INCOME REPLACEMENT

Two voluntary plans are offered: Short-term Disability and Long-term Disability can be purchased through a payroll deduction or with accrued vacation hours depending upon the union bargaining unit.

LONG TERM CARE

This voluntary benefit extends care for yourself and/or your spouse and/or your parents who experience a serious accident, chronic illness or frailties of old age.  Places where care can be provided are: in one's home, at a nursing home, at an assisted living facility or adult day care center.

RETIREMENT

The County retirement program is a Defined Benefit plan and is governed under the provisions of the 1937 Act.  The County's retirement is based on one's age upon entrance, compensation, years of service and specific percentage of employee/employer contributions with the County's portion vesting after five years of employment. (With regard to Project positions - Regularly appointed incumbents in full-time, non-project positions in the Alameda County classified service who are current members of the retirement system and who are appointed, without a break in service or status to a project position can elect to remain in the retirement system.  Individuals hired into a project position and subsequently appointed to full-time, non-project positions become members of the retirement system at the time of the regular appointment.  Computations and determinations of eligibility for retirement shall be based on the date of the regular appointment, with entitlements being prospective from that date.)

DEFERRED COMPENSATION

The County offers a Deferred Compensation program where an eligible employee can voluntarily contribute on a pre-tax and/or after-tax basis, a minimum of $20 per pay period up to the total annual contribution limit.

ADDITIONAL INFORMATION

VETERAN'S PREFERENCE
Those claiming additional preference points as a VETERAN must submit a copy of the DD214 form on the day of the oral examination. Those claiming additional preference points as a DISABLED VETERAN must submit a copy of the DD214 form and a letter from the Department of Veteran Affairs confirming eligibility for additional points on the day of the oral examination.

REASONABLE ACCOMMODATION
The Human Resource Services Department will make reasonable efforts in the examination process to accommodate qualified individuals with mental and physical disabilities, and/or medical conditions in accordance/compliance with the State Fair Employment Housing Act (FEHA), Federal Americans with Disability Act (ADA) of 1990, and Alameda County Resolution No. R-83-773.  To request reasonable accommodation, you must notify the Human Resource Representative listed on this bulletin as soon as possible and before the last day to file, in order to make the necessary arrangements during each step of the examination process.                                                               (510) 272-3703 (TDD)

DISASTER SERVICE WORKER
All government employees are disaster service workers as defined by California Government Code Section 3100.  In addition to everyday duties, employees have the added responsibility of helping throughout any disaster.

DMV EMPLOYER PULL NOTICE PROGRAM
All county employees who drive on county business are required to enroll in the California Department of Motor Vehicles Employer Pull Notice Program in an effort to promote driver safety.  Employees’ driver record reports will be released to the County Safety Officer in Risk Management to ensure that employees have valid driver’s licenses and are eligible to drive on county business.
 

BACKGROUND INVESTIGATION
An applicant's previous employment may be investigated.  Results of this investigation may be cause for disqualification.  Also, all convictions will be reviewed and may result in a request for additional information or termination of employment.  A conviction record will not necessarily disqualify an applicant from employment.  Each case will be given individual consideration, based on job-relatedness.

MEDICAL EXAMINATION
All prospective county employees must pass a medical examination before beginning employment.  For positions which require a commercial driver's license and the performance of functions defined as "safety sensitive," Federal law and County policy requires that the examination include a drug screening process.  Offers of employment are conditional upon successful completion of this examination.

Alameda County is an Equal Opportunity/Affirmative Action employer.  Women, ethnic and racial minorities and persons with disabilities are encouraged to apply.  Applicants will be considered without regard to their race, color, religion, sex national origin, age, disability, sexual orientation, or any other non-job-related factor.

Conclusion

All notices related to County recruitments for which you have applied will be sent/delivered via email. Please add @acgov.org and alamedacountyHR@acgov.org as accepted addresses to any email blocking or spam filtering program you may use. If you do not do this, your email blocking or spam filtering program may block receipt of the notices regarding your application for recruitments. You are also strongly advised to regularly log into your County of Alameda online application account to check for notices that may have been sent to you. All email notices that will be sent to you will also be kept in your personal online application account. You will be able to view all of your notices in your online application account by clicking on the "My applications" button on the Current Job Openings page.

Please take the steps recommended above to ensure you do not miss any notices about a recruitment for which you have applied. The County of Alameda is not responsible for notices that are not read, received or accessed by any applicant for a County recruitment.

NOTE: All notices are generated through an automated email notification system. Replies to the email box alamedacountyHR@acgov.org are routed to an unmonitored mailbox. All notices are generated through an automated email notification system. Replies to the email box are routed to an unmonitored mailbox. If you have questions please go to our website at www.acgov.org/hrs. You may also contact the Human Resources Analyst listed on the job announcement for the recruitment for which you have applied.

 

For questions regarding this recruitment, please contact:

Melissa Heitz,  Human Resources Analyst

Human Resource Services, County of Alameda

510-272-6468

Melissa.Heitz@acgov.org