Secretary II

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.

EXISTING VACANCIES
The Alameda County Public Defender Office is seeking a Secretary II to provide high quality administrative support to the Public Defender Department Head and staff. While the immediate vacancy is within the Public Defender Department, please note that the eligible list resulting from this recruitment and selection process may be utilized for other future vacancies which may arise within the next year for this and other County Departments/Agencies. 

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
Incumbents in Secretary II positions, under general supervision of an administrator who has authority over a department or division, perform a wide variety of difficult to complex secretarial and clerical duties; relieve an administrator of administrative details; and perform other related duties as required.

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

• Effectively manage the time of an administrator and one's own time to ensure that work is completed efficiently; 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
• Fully utilize computer software including Microsoft Word, Excel Outlook, PowerPoint and the internet

Either I

The equivalent of one year of full-time experience in the class of Secretary I, 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.)

Or II

The equivalent of three years of increasingly responsible clerical experience comparable to the County's Secretary I classification, that requires a typing proficiency level of not less than 40 wpm.

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.
· Word processing and/or spreadsheet applications.
· Principles of managing and coordinating secretarial aspects of a large or complex program.
· Organization and functions of County government.

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; draft, compose and edit correspondence from brief oral or written instructions, using word processing applications.
· Speak clearly and concisely to obtain and relay information.
· Maintain personnel and other record files.
· Identify and correct errors in English usage, grammar, and mathematical calculations in a variety of documents.
· Organize and prioritize work load; complete work under time deadlines.
· Learn to interpret and apply laws, rules, and written directions to specific situations.
· Establish and maintain effective working relationships with co workers and the general public.
· Assist in devising and keeping office records of a confidential nature; maintain confidentiality.
· Evaluate demands on an Administrator's time; arrange his/her schedule accordingly.
· Work with officials and the general public in routine, emergency, and emotional situations.
· Take responsibility and use good judgment in recognizing scope of authority.

SELECTIVE CERTIFICATION CRITERIA

Some positions require the ability to take shorthand at a speed of not less than 80 words per minute and transcribe it accurately via shorthand or dictation recording equipment.

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) A performance component which will be weighted as qualifying only (pass/fail) that will include a computer skills assessment and will evaluate the candidates' ability to use Microsoft Outlook, Word and Excel, and ability to type at 40 net words per minute. 4) 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 may 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 e-mail 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: Review of Minimum Qualifications: Review for Best Qualified Performance Examination (Computer Based) Oral Interviews	5:00 pm, Tuesday, April 22, 2014  May 6, 2014 Week of May 12, 2014 Week of June 23, 2014 Week of July 14, 2014

 *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 statues.  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 statues.

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.