Human Resource Services
Alameda Skyline

Administrative Assistant

Recruitment #16-1142-01

Introduction

--- PLEASE READ THIS ENTIRE BULLETIN ---

THIS IS A REOPENING OF AN EXISTING EXAMINATION. IF YOU HAVE PREVIOUSLY APPLIED FOR ADMINISTRATIVE ASSISTANT (Exam #16-1142-01) READ THIS ENTIRE BULLETIN FOR INSTRUCTIONS ON HOW TO REAPPLY FOR THIS RECRUITMENT.

The scores and dispositions of candidates for this examination will be merged with previous exam participants. If you are currently on the list and you choose to reapply you will forfeit your current rank and score. Your new score/disposition will replace your current score and rank.

In order to reapply for this position, please contact the examination analyst at monique.hill@acgov.org to have your previous application released back to you.


THIS IS A REOPENING OF AN EXAMINATION. The eligible list resulting from this examination will be merged with the scores from the previous list and may last approximately one year, but can be extended. 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. Applications will only be accepted on-line. Postmarks are not accepted. Failure to submit the Application or Supplemental Questionnaire will result in disqualification.

 

ON-LINE APPLICATIONS ONLY

DESCRIPTION

THE AGENCY

We are currently recruiting for vacancies in the Health Care Services Agency, however, the eligible list resulting from this recruitment may be used by any County department or agency needing to fill a vacancy. 

 - To learn more about the Alameda County Health Care Services Agency, visit their website at: 

   http://www.acgov.org/health/  

 

THE POSITION

Under general supervision, to provide paraprofessional-level administrative, operational and procedural support to County departments and agencies; to assist with the implementation of a variety of programs and projects; and to do 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:

  • Treats change and new situations as opportunities for learning or growth; identifies the benefits of change; speaks positively about the change to others. 
  • Proactively seeks to solve problems and builds effective working relationships with other people.
  • Understands and leverages the nature and interdependencies of Departmental functions and supporting processes of other Agencies of the County. 
  • Clearly conveys information and ideas orally and in writing through a variety of media to individuals or groups, and exercises strong interpersonal skills.   
  • Under direction, formulates clear decision making criteria; evaluates options by considering implications and consequences; chooses an effective option, and implements in a timely manner.
  • Vigilantly watches over job processes and work products to ensure freedom from errors, omissions, or defects, and completion of tasks.
  • Allocates appropriate amounts of time and resources for completing his/her and others' work; avoids scheduling conflicts; develops timelines and milestones, and adjust priorities as needed. 
  • Demonstrates proficiency with and stays current on Microsoft Office, online tools including social media, office equipment, and emerging technologies.

 

 

MINIMUM QUALIFICATIONS

Education:

Equivalent to completion of two years of college (90 quarter units or 60 semester units) from an accredited college or university.

(Additional experience as outlined below may be substituted for the education on a year-for-year basis.)

AND

Experience:

Equivalent to three years of full-time secretarial or office administrative experience which has included some combination of document review and processing, administrative or financial recordkeeping and/or office management.

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

KNOWLEDGE AND SKILLS

The most suitably qualified candidates will possess the following competencies:

Knowledge of:

· Office administrative practices and procedures, including records management and the operation of standard office equipment.
· Word processing and computer applications related to the work.
· Research and report preparation principles.
· Basic principles of administrative analysis.
· Basic budgetary and financial recordkeeping techniques.
· Basic principles of public administration.

Ability to:

· Collect, compile and summarize varied information, consider alternatives and reach sound conclusions.
· Explain and apply regulations and procedures in varying situations.
· Review documents for completeness, accuracy, appropriate authorization and compliance with regulations and procedures.
· Prepare clear and accurate reports, correspondence, procedures and other written materials.
· Represent the department and the County in meetings with others.
· Organize and prioritize work and meet critical deadlines.
· Maintain accurate records and files.
· Plan, assign, direct and review the work of others on a project or day-to-day basis.
· Exercise sound judgment within established policies and procedures.
· Establish and maintain effective working relationships with those contacted in the course of the work.

Licenses: Specified positions may require possession of a valid California driver's license.

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) A performance examination, which will be qualifying only. Candidates scoring 80% or higher on the performance examination will move forward to the next step in the examination process.

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 many 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:

Friday, July 14, 2017

Review of Minimum Qualifications:

July 21, 2017

August 11, 2017 *

Review of Supplemental Questionnaire for Best Qualified:

July 28, 2017

Performance Exam (Computer Skills Test):

Week of August 21, 2017

Oral Interviews:

October 9th and October 10, 2017

*Updated July 31, 2017 - mah

*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

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.  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.

 

Monique Hill, Human Resources Analyst III

Human Resource Services, County of Alameda

(510) 208-4841; e-mail Monique.hill@acgov.org

www.acgov.org/hrs

 

 

 

Alameda County is an Equal Opportunity Employer