Supervising Secretary I (Legal Specialty Designation)

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.  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. Postmarks are not accepted.  Failure to submit the Supplemental Questionnaire will result in disqualification.

THE AGENCY

The Alameda County Public Defender's Office provides the highest quality of indigent criminal defense by vigorously advocating for the rights of individuals facing criminal charges in adult and juvenile court.  Our mission is to zealously protect and defend the rights of clients through compassionate and inspired legal representation of the highest quality, in pursuit of a fair and unbiased system of justice for all. The Alameda County Office was the second public defender’s office created in the nation, chartered in 1927 by Earl Warren who later became Chief Justice of the United States Supreme Court. Today, our team of more than 100 attorneys, 18 investigators and 40 support staff handle approximately 40,000 cases per year. In 2012, the office was named the "Best Law Firm" in the East Bay by the Alameda County Bar Association.  For additional info, please visit: http://www.acgov.org/defender/

THE POSITION

Positions allocated to classes in this series are distinguished from positions in general and specialized clerical classifications in that incumbents in secretarial classes report directly to a County administrative official and have assigned responsibility for relieving him/her of administrative details.

Positions allocated to classes in this series have the equivalent of three or more full-time subordinates and have full supervisory authority, including hiring, performance evaluation, discipline, discharge and resolving grievances.

Supervising Secretary I positions perform secretarial duties not specifically identified in the definitions of higher-level secretarial classes.

THE VACANCY

This position has a (Legal Specialty Designation) which requires the equivalent of one year of full-time relevant secretarial/clerical experience supporting attorneys and investigators in a criminal defense environment.

IDEAL CANDIDATE

In addition to meeting the minimum qualifications, ideal candidates will be professional, organized, customer-oriented individuals with strong administrative supervision and support skills and experience, relevant computer applications knowledge and experience, as well as a demonstrated track record and strong ability to:        

• Successfully support attorneys and/or investigators in a criminal defense practice        
• Effectively manage team and personal workload to ensure that work is completed efficiently and timely; effectively manage and prioritize multiple projects and deadlines, and organize electronic and hard copy files         
• Provide exceptional customer service ensuring that customer service (both internal and external) is a driving force behind decisions and interactions        
• Perform tasks quickly, effectively, and accurately with close attention to detail, in a fast-paced and changing environment, considering all aspects of the task or job, resulting in a high quality work product        
•  Build and maintain key partnerships with members of one's own Department/Agency, other Departments/Agencies, and vendors; interact with others in a way that gives them confidence in one's intentions and those of the organization        
• Effectively communicate and clearly convey accurate information, and exercise the highest regard of confidentiality for client matters        
• Utilize computer software including Microsoft Word, Excel, Outlook, Power Point and the internet

Either I

The equivalent of two years of full-time experience in the class of Stenographer II or an equivalent or higher level clerical class in Alameda County classified service that requires a typing proficiency level of not less than 40 wpm. (Non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts.)

Completion of the Alameda County Management Academy “Management & Supervision Certificate Program” may substitute for six (6) months of the required qualifying experience.

Or II

The equivalent of three years of full-time experience in clerical work, with two years working as a lead or supervisor, that requires a typing proficiency level of not less than 40 wpm.

SPECIAL REQUIREMENT:  This position has a (Legal Specialty Designation) which REQUIRES the equivalent of one year of full-time relevant secretarial/clerical experience supporting attorneys and investigators in a criminal defense environment.

NOTE: The Civil Service Commission may modify the above 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:

• Modern office practices and procedures, including business correspondence, record-keeping systems, and standard office equipment operations.
• Correct English usage, including spelling and grammar; business letter writing and proper format for typed materials.
• Training methods and techniques.
• Principles of supervision.
• Principles of managing and coordinating secretarial aspects of a large or complex program.
• Organization and functions of County government.
• Computer applications related to work.

Ability to:

• Perform difficult clerical work involving independent judgment; type with speed and accuracy at not less than 40 words per minute.
• Prepare clear and comprehensive reports; compose correspondence from brief oral or written instructions.
• Speak clearly and concisely to obtain and disseminate information.
• Maintain personnel and other record files.
• Identify and correct errors in English usage, grammar, and mathematical calculations in a variety of documents.
• Direct and evaluate personnel.
• Organize and prioritize work and meet deadlines.
• Learn to interpret and apply laws, rules, and written directions to specific situations.
• Understand, implement and train staff on County policies and procedures.
• Assist in establishing and keeping office records of a confidential nature; maintain confidentiality.
• Work with officials and the general public in routine, emergency and emotional situations.
• Take responsibility and use good judgment in recognizing scope of authority.
• Establish and maintain effective working relationships with co-workers and the general public.

SELECTIVE CERTIFICATION CRITERIA

For positions that require the ability to take shorthand at a speed of not less than 80 words per minute and transcribe it accurately.

THE EXAMINATION WILL CONSIST OF the following steps: 1) 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. 2) A review of candidates’ Supplemental Questionnaires to select the best qualified applicants to continue in the process. 3) An oral interview which will be weighted as 100% of the 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 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

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:

Deadline for Filing:                                            March 5, 2015

Review of Minimum Qualifications:                  March 10, 2015

Review of SQ's for Best Qualified:                    March 17, 2015

Panel Interviews:                                                 April 1, 2015

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 (Employer Credit)
• 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 Insurance
• Commuter Benefits Program
• Group Legal
• 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.

Anna Montoya, Human Resources Analyst III
Human Resource Services Division, County of Alameda
510-272-6459
www.acgov.org/hrs