Human Resource Services
Alameda Skyline

Executive Assistant, HARD

Recruitment #16-1106h-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. 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. Applications will only be accepted on-line

 

DESCRIPTION



The Department:

The Hayward Area Recreation and Park District, known locally as “H.A.R.D.," is an independent special use district created to provide park and recreation services for over 280,000 residents. Our boundaries encompass a 100 square-mile area, which includes the City of Hayward and the unincorporated communities of Castro Valley, San Lorenzo, Ashland, Cherryland, and Fairview.

In 1944, representatives of the City of Hayward, various school districts, and local civic organizations developed a proposal for establishment of the Hayward Area Recreation and Parkway District. When an initiative was placed on the November 7th ballot, the residents voted overwhelmingly for the creation of the District, which was officially formed on December 11, 1944. In 1958, the District changed its name to the Hayward Area Recreation and Park District, and has become the largest recreation district in the State of California.

Since its creation, the District has provided residents with many beautiful facilities and parks, many of which have received national and state recognition for their design, innovation and beauty, as well as hundreds of educational and recreational classes and programs.

          

To learn more about H.A.R.D visit our website at http://www.haywardrec.org/

The Position:
Under general supervision, serves as primary administrative support for the General Manager and members of the Board of Directors, performs clerical duties and a wide variety of complex administrative and office support duties including public contact, customer service and advanced clerical duties; works closely with employees of other departments and representatives of other public agencies; establishes and maintains sound office practices and procedures; independently interprets and adheres to policies and procedures regarding notice of various public meetings; utilizes data processing, word processing, spreadsheet and presentation computer software. 

Incumbent works independently within established yet frequently changing policies, procedures and guidelines; performs very responsible and complex clerical work and must perform all required duties within frequent deadlines, time limitations, requiring speed, sustained attention, and a high degree of accuracy.

The Ideal Candidate:
In addition to meeting the minimum qualifications of the position, the ideal candidate will also possess the following critical attributes:

  • Ability to identify and understand complex problems and concepts.
  • Apply logical thinking and quantitative methods of gathering and analyzing information.
  • Make decisions and exercise good judgment based on available data, design solutions to problems.
  •  Formulate and articulate action plans proactively and collaboratively.  
  • A great communicator and listener, quick and clear thinking, calm under pressure.
  • The ability to continue to be effective, proactive and innovative while dealing with changing priorities and deadlines.  
  • Highly focused, organized and responsible, juggling a variety of projects and ensuring they are completed in a timely fashion.   
  • Politically sensitive to the dynamics of the organization and the competing needs of internal and external stakeholders.

 

MINIMUM QUALIFICATIONS

EITHER I

The equivalent of one year of full-time experience in the class of Secretary I or higher level class in the Hayward Area Recreation and Park District service.

Or II

The equivalent of three years of full-time increasingly responsible clerical experience.

Special Requirement:

Must be able to type at least 50 words per minute.
Possess a valid California class C driver’s license.

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

KNOWLEDGE AND SKILLS

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.

Knowledge of:

• Intermediate use of Microsoft Office Suite, including MSWord, Excel, PowerPoint and Outlook.
• Command of English language including spelling and grammar, business letter writing and formatting; speak clearly and concisely to obtain and relate information. Principles of managing and coordinating secretarial aspects of an administrative office.
• Organization and functions of a Park and Recreation District or other government administrative office.

Ability to:

• Perform complex work involving independent judgment; typing skills at 50 wpm .
• Prepare agenda and notice of board meetings and committee meetings, post agenda, other meeting agendas/notices according to Brown Act Rules, and attend evening board meetings.
• Understand and carry out oral and written directions.
• Maintain regular and reliable level of attendance.
• Speak clearly and concisely to obtain and relate information.
• Organize and prioritize workloads; complete work under time deadlines.
• Interpret and apply laws, rules, regulations, policies and written directions to specific and appropriate situations.
• Establish and maintain effective work relationships with those contacted in the course of work and communicate effectively, both orally and in writing.
• Establish and maintain a good rapport with the public, internal staff, as well as external agency and organization contacts during the course of routine, emergency, and sensitive situations.
• Assist in maintaining, storing and destruction of office records of a confidential nature; maintain strict confidentiality.
• Evaluate demands on General Manager’s time; arrange schedules accordingly.
• Schedule appointments and meetings for staff and Board Members, register staff and Board Members for professional conferences and make travel arrangements as needed.
• Take responsibility and use good judgment in recognizing scope of authority.
• Prepare resolutions and other correspondence for Board Members’ signatures and disburse copies to appropriate departments and other agencies.
• Ensure Board Members are informed of deadlines and procedures for re-election and submit appropriate documents to the Office of the Registrar of Voters.

EXAMINATION COMPONENTS

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 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.

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:

Tuesday, September 6, 2016

Review of Applications for Minimum Qualifications:

September 13, 2016

Review of Supplemental Questionnaire for Best Qualified:

September 21, 2016

Oral Examination:

Friday, October 7, 2016

*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

BENEFITS

BENEFITS FOR POSITIONS AT HAYWARD AREA RECREATION DEPARTMENT

·   Ten (10) working days paid vacation each year; fifteen (15) days after five (5) years of service; and twenty
    (20) days after thirteen (13) years of service.
·   Fourteen (14) paid holidays a year.
·   Sick leave is accrued at the rate of one (1) day per month.
·   Choice of three (3) health plans for employees and their dependents, most, if not all of which is paid for by
     the District. 

The medical plan design offered to employees is a $15 HMO Plan or High Deductible PPO Plan. Employees may elect coverage provided through one of the two medical carriers, United Healthcare HMO or PPO, Kaiser Permanente HMO.

·   Comprehensive dental plan for employees and their dependents.
·   Vision care reimbursement benefit.
·   Social Security paid for by District and employee.
·   Public Employees Retirement System 2% at 62 for new hires; 2% at 60 for new employees hired after 
    January 1, 2013 that are already members of CalPERS.
·   Long Term Disability Plan paid by District.
·   Life Insurance policy ($40,000) paid by District.
·   Deferred Compensation Plan available, employee funded.
·   Employee Credit Union services.
·   Educational Tuition Reimbursement.
·   Employee Assistance Program.
·   Post employment healthcare plan contribution of 1.5% of base salary paid by District.
·   State Disability, employee funded.

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. 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

Alameda County is an Equal Opportunity Employer