Administrative Assistant

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THIS RECRUITMENT HAS SPECIAL FILING INSTRUCTIONS. 

BE SURE TO READ THIS BULLETIN ANNOUNCEMENT CAREFULLY.

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THIS RECRUITMENT HAS A LIMITED FILING PERIOD:

Application, Supplemental Questionnaire, and Typing Certificates will only be accepted on-line, beginning December 5, 2014 at 8:30am through December 12, 2014, 5:00pm.

On December 5, 2014 at 8:30am the "Click Here to Apply" button will appear on this page.  The supplemental questionnaire for this recruitment will only be available to view and complete when the "Click Here to Apply" button becomes available on December 5, 2014 at 8:30am.

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: 

A properly completed Supplemental Questionnaire must be submitted with each application.  Supplemental Questionnaires 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.  Failure to submit the Supplemental Questionnaire will result in disqualification.

We are currently recruiting for vacancies in the Health Care Services Agency and in the Department of Child Support Services.  However, the eligible list resulting from this recruitment may be used by any County department or agency needing to fill a vacancy.

THE POSITION
Under general supervision, to provide paraprofessional-level administrative, operational and procedural support to County departments and agencies; to assist with the implementation of a variety of programs and projects; and to do related work as required.

THE IDEAL CANDIDATE

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

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.

- Special Requirements:

Must be proficient at word processing, spreadsheet applications, and be able to type at a corrected speed of 40 WPM.

A typing certificate with a typing speed of 40 net words per minute from a temporary agency, employment agency, or community college, printed on letterhead with the address and phone number of the agency or college must be uploaded to your on-line application under the resume tab at the time you submit your application.  The typing certificate must be dated within six (6) months of receipt of your application.

***It is your responsibility to ensure that your typing certificate is uploaded prior to submission of your application.  Failure to do so will result in disqualification.*** 

To obtain a typing certificate, you may wish to contact the East Bay Works - Career Centers.  Click on the following link, go to the "find us"  tab to locate a center near you.  www.eastbayworks.com/

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

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.

The most suitably qualified candidates will possess the following competencies:

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.

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:

TENTATIVE SELECTION PLAN

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

Alameda County and the Human Resource Services Department will make reasonable efforts in the examination and/or selection process to accommodate qualified individuals with disabilities and/or medical conditions in accordance/compliance with the State Fair Employment and Housing Act (FEHA), Federal Americans with Disabilities Act (ADA) Alameda County’s Reasonable Accommodation Policy and applicable statutes. To request an accommodation due to a disability/medical condition during this or other phases of the examination/selection process, please contact the assigned Human Resources Representative listed on the job announcement before the last date of filing. Alameda County requires applicants to provide supporting documentation to substantiate a request for reasonable accommodation. In order to qualify for a reasonable accommodation, applicants must have a disability/medical condition pursuant to the ADA, FEHA and applicable statutes.

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

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Welfare Benefits

• Medical – HMO & PPO Insurance
• Dental – PPO & DHMO Insurance  
• Vision
• Basic Life Insurance 
• Supplemental Life Insurance (with optional dependent coverage) 
• County Allowance
• Health Flexible Spending Account
• Dependent Care Flexible Spending Account
• Accident, Critical Illness & Hospital Indemnity
• Long Term Care Insurance
• Employee Assistance Program

For your Financial Future

• Short-term Disability Insurance
• Long-Term Disability Insurance
• Retirement Plan – (Defined Benefit Pension Plan)
• Deferred Compensation Plan

For your Work/Life Balance

• 11 paid holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Management Paid Leave**
• Group Auto/Home
• Commuter Benefits Program
• Guaranteed Ride Home
• Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
• Employee Discount Program (e.g. theme parks, cell phone, etc.)
• Child Care Resources
• 1^st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.

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.

Shelisa Jackson, Human Resources Analyst
Human Resource Services Division, County of Alameda
shelisa.jackson@acgov.org
510-208-3954
www.acgov.org/hrs