Human Resource Services
Alameda Skyline

Procurement & Contracts Assistant

Recruitment #15-1480-01

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.

DESCRIPTION

THE AGENCY
Alameda County's General Services Agency delivers a host of support services to County departments and agencies. These services fall into several major categories: Technical — architectural, engineering, energy and hazardous materials management; Building Maintenance — building maintenance and repairs, janitorial services and minor remodeling and alterations; Construction — new facilities and major remodeling; Procurement — purchasing and contract administration; Fleet Services; Childcare Planning; Human Resources, Payroll, Information Systems and Parking Administration.

THE POSITION
Procurement & Contracts Assistants are located in the General Services Agency and assist a team of Procurement & Contracts Specialists or other procurement, contracts or compliance staff with related assignments, to relieve the procurement, contracts or compliance staff of some administrative detail and to perform complex clerical or administrative purchasing- related tasks.

THE IDEAL CANDIDATE
Alameda County General Services Agency is searching for an energetic, organized, customer-oriented individual to act in support of a team of Procurement and Contracts Specialists.  Successful candidates must possess a strong background performing highly efficient clerical and/or administrative tasks.  Previous Purchasing experience is desirable but not required.  Additionally, successful candidates will possess the following attributes:

  • Exceptional ability to take full advantage of computer software, including Word, Excel, Outlook, PowerPoint and SharePoint
  • Quickly learns new activities, procedures, vocabulary and skills, and enjoys putting new knowledge to practical use
  • Takes pride in producing quality work that ensures accuracy and completeness in required documents
  • Provides outstanding customer service
  • Superior prioritization and organizational skills to meet deadlines and to keep both electronic and hard copy files easily accessible
  • Demonstrated ability to develop relationships with clients and co-workers to get the job done
  • Actively and cooperatively participates on work teams to reach identified goals
  • Commits to work through responsible action, collaborative work relationships, taking advantage of opportunities and maintaining a positive outlook

MINIMUM QUALIFICATIONS

Either I

The equivalent of one year of full-time experience in the class of Specialist Clerk, Lead Clerk, or an equivalent or higher-level class in the Alameda County classified service. (Non-classified includes District Attorney’s Office and the Hospital Authority.)

Or II

The equivalent of three years of full-time clerical experience, one year of which was related to fundamentals of buying is desirable. (The equivalent of completion of two years of college with course work in business, marketing or a related field may be substituted for two years of experience.)

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

KNOWLEDGE AND SKILLS

Knowledge of:

· Modern office practices and procedures, including business correspondence, filing, typing, data entry and standard office equipment operations.
· Computer skills such as Microsoft Word, Access, Excel, e-mail, Outlook and the Internet.

Ability to:

· Perform basic mathematical procedures, including computing interest, percentages, discount and unit prices.
· Participate in group discussions and individual interviews.
· Communicate effectively orally and in writing.
· Establish priorities and organize time.
· Understand and follow instructions and procedures.
· Read and comprehend general and technical information.
· Analyze simple bids.
· Proofread, learn rules, regulations and terminology of Alameda County Purchasing Department. · Establish and maintain cooperative working relations.
· Use a variety of computer applications.

EXAMINATION COMPONENTS

The examination will consist of the following steps: 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 a performance examination  weighted as 40% of the candidate’s final examination score. The performance exam will consist of the following components; Microsoft Word, 2013 and Microsoft Excel, 2013. Those candidates scoring highest on the performance exam will move on to the next step in the examination process, an oral interview which will be weighted as 60% 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.

* Updated 12/1/15

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:

TENTATIVE SELECTION PLAN:

Deadline for Filing:                                                            5:00pm, Monday, December 21, 2015
Review of Minimum Qualifications:                                               Tuesday, December 22, 2015
Performance Examination:                                       Wednesday - Friday, January 13 - 15, 2016
Panel Interviews:                                                 Tuesday & Wednesday February 9 & 10, 2016

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.

BENEFITS

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
  • 1st 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.

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. 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.

Lindsay Christopher, Human Resources Analyst
Human Resource Services, County of Alameda
510-272-6393

Alameda County is an Equal Opportunity Employer