Saturday, April 18, 2015

Administrative Assistant

Recruitment #13-1142-02

Introduction

THIS RECRUITMENT HAS A LIMITED FILING PERIOD

Applications and Supplemental Questionnaires will only be accepted beginning Wednesday, April 17, 2013 at 9:00am through Monday, April 22, 2013 at 5:00pm. Applications will only be accepted on-line. 

On April 17th the "Click Here to Apply" button will appear on this page.  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

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. 

 

 

DESCRIPTION

Under general supervision, the Administrative Assistant provides paraprofessional-level administrative, operational and procedural support to County departments and agencies; assists with the implementation of a variety of programs and projects; and performs related work as required.

This administrative support class performs a variety of activities, in administrative areas such as public affairs, personnel, purchasing, contracting, budgeting and report preparation as well as operational functions such as, ensuring that program service deliverers or claimants understand and meet specific rules and guidelines.

The Ideal Candidate

The Ideal Candidate for the position of Administrative Assistant will have demonstrated experience in the following areas:

  • A thorough understanding of major business functions, industry trends, and one's own organization's position to contribute to effective business strategies and tactics;
  • Ensuring that the customer perspective is a driving force behind business decisions and activities;
  • Accomplishing tasks by considering all areas involved, no matter how small; and showing concern for all aspects of the job;
  • Comparing data from different sources to draw conclusions; using effective approaches for choosing a course of action for developing appropriate solutions;
  • Maintaining effectiveness when experiencing major changes in work responsibilities or environment;
  • Developing and using collaborative relationships to facilitate the accomplishments of work goals;
  • Establishing courses of action for self and others to ensure that work is completed efficiently.

MINIMUM QUALIFICATIONS

Education:

Equivalent to completion of two years of college (90 quarter units or 60 semester units) from an accredited college or university.

(Additional experience as outlined below may be substituted for the education on a year-for-year basis.)

AND

Experience:

Equivalent to three years of full-time secretarial or office administrative experience which has included some combination of document review and processing, administrative or financial recordkeeping and/or office management.

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:

· Office administrative practices and procedures, including records management and the operation of standard office equipment.
· Word processing and computer applications related to the work.
· Research and report preparation principles.
· Basic principles of administrative analysis.
· Basic budgetary and financial recordkeeping techniques.
· Basic principles of public administration.

Ability to:

· Collect, compile and summarize varied information, consider alternatives and reach sound conclusions.
· Explain and apply regulations and procedures in varying situations.
· Review documents for completeness, accuracy, appropriate authorization and compliance with regulations and procedures.
· 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.
· Plan, assign, direct and review the work of others on a project or day-to-day basis.
· Exercise sound judgment within established policies and procedures.
· Establish and maintain effective working relationships with those contacted in the course of the work.

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

EXAMINATION COMPONENTS

The examination will consist of the following steps:

  1. A review of candidates’ application 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.
  2. A review of supplemental questionnaire responses will be conducted to select the best qualified candidates to continue to the next stage of the examination process. 
  3. A performance component will be conducted that may include a computer skills assessment and will evaluate the candidates ability to use Microsoft Outlook, Word and Excel, may test the candidates ability to type 40 WPM, and will be qualifying only.  
  4. An oral interview will be held which will be weighted 100% of candidate’s final examination score.  The oral 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 STEPS.

 

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:

  • Deadline for Filing Applications and Supplemental Questionnaire: Applications and Supplemental Questionnaires will be accepted beginning Wednesday, April 17, 2013 through Monday, April 22, 2013 on/or before 5:00 pm (applications and supplemental questionnaires will be accepted on-line only)
  • Screening of Applications: Week of May 20, 2013
  • Performance Examination: Week of June 10, 2013
  • Oral Interview Panels: Week of July 8, 2013

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 Disabilities Act (ADA) of 1990, and Alameda County Resolution No. R-83-773.  To request an accommodation due to a disability during this or other phases of the selection process, please contact the Human Resource Services Department at (510) 272-6472 before the final filing deadline. Alameda County Human Resources Services will require documentation to substantiate a request for reasonable accommodation. In order to qualify for a reasonable accommodation, applicants must have a permanent disability pursuant to the U.S. Equal Employment Opportunity Commission's statute of the Americans with Disability Act of 1990, as amended, and/or the California Department of Fair Employment and Housing (DFEH) Act.

For more information regarding our Reasonable Accommodation procedures, please visit our website, www.acgov.org/hrs

**WE RESERVE THE RIGHT TO MAKE CHANGES TO THE ANNOUNCED RECRUITMENT & SELECTION PLAN.

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.

 

BENEFITS FOR NON-MANAGEMENT POSITIONS

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.  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 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 year.  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 is available for employees and their dependents.  In addition, an annual eye exam is covered for participants in the HMO Medical Plans with corresponding co-pay. 

A Vision Reimbursement Plan is available for some union bargaining units who have a provision in their Memorandum of Understanding that after six months of continuous service, Vision Reimbursement for eye lenses or contacts is provided up to a set dollar amount. This vision reimbursement benefit is available to employees only.

COUNTY ALLOWANCE DOLLARS

The County provides up to $300 of flex dollars annually, dependent upon the eligible employee's represented or unrepresented classification.  These flex dollars can be used to pay for medical premiums.  The unused portion of these flex dollars are deposited into a Health Flexible Spending Account for the 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 $5,000 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 salary contribute 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.

LIFE INSURANCE

The County pays for a Basic Life Insurance policy of $9,000 up to $20,000 for an employee based on the affiliation with their appropriate union.

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

Most employees are provided 11 paid holidays plus four floating holidays dependent upon the union bargaining unit.

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 accruals are based on the union bargaining unit and are 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 governed under the provisions of the California Government Code and  is commonly referred to as a 1937 Act retirement system. County retirement is based upon several factors including but not limited to one’s age upon entrance into the retirement system, the year entrance occurred, contributions made into the retirement system, compensation and years of service. Specific questions regarding the County’s retirement system should be directed to the Alameda County Employees’ Retirement Association.   

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 insure 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. 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 bulletin for the recruitment for which you have applied.

Janet Sapenter, Human Resources Consultant
Human Resource Services Division, County of Alameda
510-272-6439
www.acgov.org/hrs