Executive Assistant, Zone 7

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.

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. Applications will only be accepted on-line. Postmarks are not accepted.  Failure to submit the Application or Supplemental Questionnaire will result in disqualification.

THE AGENCY
Zone 7 provides treated drinking water to four major water retailers serving around 220,000 residents and businesses. The retailers are: the City of Pleasanton; the City of Livermore; California Water Service Company - Livermore; and Dublin San Ramon Services District, which provides water service to Dublin and the Dougherty Valley area of San Ramon.

THE POSITION
Under general supervision, of the General Manager, provides a wide variety of confidential and complex administrative and secretarial support to Zone 7 Board of Directors and senior management; supervises other administrative staff; and performs 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:

• Effectively plans, administers and coordinates the operations and responsibilities of the Office of the General Manager.
• Knows the functions, authorities and responsibilities of an elected Board of Directors and rules and regulations applicable to the noticing and conduct of public meetings.
• Possesses a thorough understanding of federal, state and local laws and procedures relating to the maintenance of records; California election laws and procedures; the Brown Act; the Public Records Act; and other pertinent legislation/regulatory requirements.
• Understands practices and procedures related to contract administration
• Manages, directs and guides Agency office support staff providing leadership and decision making abilities when difficulties or challenges arise.
• Ensures that regular communication occurs based on the needs of the work, the individual, management or the situation.
• Identifies problems and uses logic, judgment and data to evaluate alternatives and recommend solutions to achieve the desired organizational goal or outcome.
• Maintains a high level of energy and commitment to juggle multiple tasks and priorities, and use available resources to get more done with less; all without losing focus.
• Manages office, facility and record keeping systems for storage, tracking, internal control and retrieval of information and materials.
• Possession of a Board Secretary/Clerk certificate from the California Special Districts Association and California Notary Public are highly desirable. 

Either I

The equivalent of one year full-time experience in the class of Administrative Specialist I, or an equivalent or higher-level administrative class in Alameda County classified service (non-classified includes District Attorney's Office, Hospital Authority, and the Consolidated Courts).

Or II

Education:

Equivalent to a Bachelor's degree from an accredited four-year college or university (180 quarter units or 120 semester units) with major coursework in business administration, public administration or a closely related field.

(Additional professional or paraprofessional administrative experience may be substituted for the education on a year-for-year basis.)

AND

Experience:

The equivalent of four years' full-time increasing administrative support experience comparable to the County's Administrative Specialist I classification.

License:

Possession of a valid California Driver License required. Possession of a valid Notary Public certification within 12 months of hire.

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

The most suitably qualified candidates will possess the following competencies:

Knowledge of:

• Functions, authorities and responsibilities of an elected Board of Directors.
• Basic practices and procedures related to contract administration. 
• Rules and regulations applicable to the noticing and conduct of public meetings. 
• Modern office practices and procedures, including business correspondence and record-keeping systems.
• Modern office methods, procedures and equipment operation, including computers and standard applications software. 
• Correct English usage, including spelling and grammar; business letter writing and proper format for typed materials. 
• Basic principles of supervision.

Ability to:

• Take accurate minutes at a speed sufficient for successful job performance.
• Operate computer equipment and software, as well as standard office equipment. 
• Compose correspondence, reports or other materials from brief oral or written instructions. 
• Establish systems for and maintain accurate files and records. 
• Identify and correct errors in a variety of documents. 
• Organize, prioritize and complete workload under deadlines, multiple demands, changing priorities and frequent interruptions with minimal instructions or supervision. 
• Establish and maintain effective working relationships with those contacted in the course of the work. 
• Think critically, using judgment, knowledge and proper interpretation of policies and procedures, including dealing with sensitive and confidential information. 
• Interpret and apply laws, rules, and written directions to specific situations.  Communicate effectively both orally and in writing.

 

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 the supplemental questionnaire to determine the best qualified.
3. An oral interview which will be weighted as 100% of the candidates' 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.

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: Review of Minimum Qualifications: Review of Supplemental Questionnaire for Best Qualified: Oral Exam:	5:00 p.m, Monday, June 15, 2015 Thursday, July 2, 2015 Thursday, July 16, 2015 Thursday, August 6, 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. 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.

Gizelle Huynh, Human Resources Analyst
Human Resource Services, County of Alameda
510-272-6472

 

Alameda County is an Equal Opportunity Employer