Administrative Support Specialist, ACERA

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.

APPLICATIONS WILL ONLY BE ACCEPTED ON-LINE

 

THE AGENCY

The Alameda County Employee's Retirement Association (ACERA) is a retirement system organized under the County Employees Retirement Law of 1937, which provides retirement, disability and death benefits to the employees, retirees and former employees of the County of Alameda, and certain other participating public employees. The retirement plan provides lifetime benefits to members of the retirement system who meet the minimum age and length-of-service requirements and is a significant and fundamental part of the comprehensive benefits package ACERA provides to eligible employees . Current Services Over the years, ACERA has expanded its member services to include employees of the Alameda County-based Superior Court of California and the five special districts of the County, as well as to administer retiree health care, dental care, vision care, and supplemental cost-of-living benefits.

MISSION

To provide ACERA members and employers with flexible, cost-effective, participant-oriented benefits through prudent investment management and superior member services. Commitment (Board and Staff) To carry out our Mission through a competent, professional, impartial and open decision making process. In providing benefits and services, all persons will be treated fairly and with courtesy and respect. Investments will be managed to balance the need for security with superior performance. We expect excellence in all activities. We will also be accountable and act in accordance with the law.

THE POSITION

Under the general direction of the Chief Executive Officer, the Administrative Support Specialist, ACERA is responsible for performing a wide variety of highly specialized administrative and secretarial support work for the Retirement Association Executive Management Team and the Agency.

The Administrative Support Specialist, ACERA may receive direction from Retirement Association Executive Management Team. This class is distinguished from positions in the administrative secretarial classification in that the incumbent in this class is located in the Alameda County Retirement Association Office and serves as Administrative Support to the Retirement Association Senior Management Team.

NOTE: The following are the duties performed by the employee in this classification. However, employees may perform other related duties at an equivalent level.
Each individual in the classification does not necessarily perform all duties listed.

1. Assists with the development and preparation or directs preparation of notices of meetings, the agenda, and other information for the Retirement Board of Trustees; attends and prepares minutes for all regular and special committees/subcommittees; edits drafts for composition and grammatical structure.

2. Coordinates staff meetings with individuals, groups, or members by obtaining additional data.

3. Interprets administrative decisions and policies regarding retirement-related matters and independently refers more technical issues to other staff members for research.

4. Provides secretarial support to the Retirement Association Executive Management Team.

5. Prepares a variety of letters, memos, procedures and other written materials; may enter information into multiple databases, may access multiple databases or use information from various sources to prepare such materials.

6. Assigns and trains subordinates, including temporary clerical support staff.

7. Gathers information for analysis; evaluates alternatives and makes recommendations for technological and policy changes; prepares reports and materials for the Executive Management Team or agency.

8. Interprets and applies a variety of policies, rules and regulations; provides information which may require tact and judgment to employees and others.

9. Supervises the maintenance and administration of ACERA’s electronics contracts database (an enterprise-wide database which contains historical/current contracts and contract-related documents for all ACERA Departments – Administration, Accounting, Investments, PRISM, Benefits, legal and Human Resources). Uses the database to generate a variety of custom and routine analytic reports for management. Uses the database to monitor contract expiration dates and insurance certificate expiration dates.

10. Provides information, technical assistance and training in the use of the ACERA electronic contracts database.

11. The position is responsible for providing administrative support to attorneys performing legal due diligence on complex, document-intensive, investment contracts.

12. Receives, indexes and categorizes voluminous legal due diligence documents for complex investments contracts and analyzes documents for completeness.

Either I

Experience:

The equivalent of two (2) years of full-time experience at the level of Secretary I or an equivalent or higher level secretarial or administrative class in Alameda County classified service.

OR II

Experience:

The equivalent to graduation from an accredited four-year college or university (180 quarter units of 120 semester units) with major coursework in business or public administration, or a field related to the work.

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

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:

• Principles, methods and techniques of project management and contract administration.
• Modern office practices, procedures, and techniques, including records management and operation of standard office equipment.
• Office administrative principles and practices.
• Practices and techniques of administrative analysis and report preparation.
• Organization and functions of county government.
• 1937 Retirement Act, Brown Act, and Board of Retirement Policies and Procedures

Ability to:

• Speak clearly and concisely and listen attentively to obtain and relay information.
• Write clear and concise reports; compose correspondence from brief or minimal oral or written instructions; understand, interpret, and apply laws, rules and written directions to specific situations.
• Interact effectively with employees, retirees, public officials and the general public in routine and in stressful situations requiring tact, poise and flexibility.
• Evaluate demands on administrator's time and arrange his/her schedule accordingly; recognize when more information is necessary and research and obtain the information through a variety of methods.
• Identify and choose appropriate decisions from a variety of alternate choices; use sound judgment in recognizing scope of authority.
• Set priorities, coordinate and schedule tasks or events so as to maximize staff and material resources, increase efficiency and anticipate problems.
• Adapt to changing circumstances and work with people from diverse backgrounds.
• Research, compile and summarize varied information, evaluate alternatives and reach sound conclusions.
• Interpret, explain and apply complex policies, regulations and procedures.
• Prepare clear and accurate reports, correspondence, procedures, policies and other written materials.

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 written component that will be PASS/FAIL Those passing the written examination will move on to the next step 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 STEPS.

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 & Well-Being

• Medical – HMO & PPO Plans
• Dental – HMO & PPO Plans
• Vision or Vision Reimbursement
• Share the Savings
• Basic Life Insurance 
• Supplemental Life Insurance (with optional dependent coverage for eligible employees)
• Accidental Death and Dismemberment Insurance 
• County Allowance Credit
• Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
• Employee Assistance Program

For your Financial Future

• Retirement Plan - (Defined Benefit Pension Plan)
• Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

• 11 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Management Paid Leave**
• Catastrophic Sick Leave
• Employee Mortgage Loan Program
• Group Auto/Home Insurance
• Pet Insurance
• 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.

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 II
Human Resource Services Division, County of Alameda
510-272-6459
www.acgov.org/hrs

ALAMEDA COUNTY IS ANEQUAL OPPORTUNITY EMPLOYER