Friday, November 17, 2017

Administrative Specialist II

Recruitment #RT-0219-02

Introduction

This is a reinstatement, transfer or voluntary demotion opportunity for current and former regularly appointed employees of Alameda County.

Reinstatement:
Pursuant to Civil Service Rule 1744: On the request of a department head and approval of the Commission, a regularly appointed employee who resigned in good standing may, within three years after the effective date of his/her resignation, be reinstated in a position in the class from which he/she resigned or in a position in another class for which he/she may be eligible as determined by the Commission. Appointments by reinstatement following resignation are subject to the probationary period established for the class. You must have been a classified County employee in the same job code or in a job code at the same salary maximum and left the County in good standing. In addition, you must meet the minimum and special qualifications of the specific position.

Transfer:
You must be a current County classified employee in the same job code or in a job code with the same salary maximum for which you are applying. In addition, you must meet the minimum and special qualifications of the specific position.

Voluntary Demotion:
You must be a current County classified employee in a job code which is at a higher salary maximum than the vacancy for which you are applying. In addition, you must meet the minimum and special qualifications of the specific position.

DESCRIPTION

THE AGENCY

Alameda County's Health Services Program is administered by the Health Care Services Agency and includes the following program areas: Behavioral Health Care, Public Health, Environmental Health, and Agency Administration/Indigent Health. The ultimate mission of the Health Care Services Agency is to provide fully integrated health care services through a comprehensive network of public and private partnerships that ensure optimal health and well-being and respect the diversity of all residents. Health Care Services Agency currently has multiple career opportunities for experienced professionals to become part of a service delivery team dedicated to the optimal health and well being of Alameda County residents.

THE POSITION

Under direction, to provide professional level administrative, operational and organizational services to County departments and agencies; to plan and conduct a variety of studies and inquiries; to facilitate the implementation of a wide variety of programs and projects; and to do related work as required.

Administrative Specialist I/II is a flexibly-staffed class series with the work normally performed at the II level, but with initial selection possible at the I (or entry) level. Incumbents hired at the I level will be expected to gain experience and demonstrate proficiency which qualifies them to promote to the II level after the equivalent of one year full time service. Appointment at the I level will not be extended beyond one year. Responsibilities of this broad administrative series normally encompass a variety of activities, such as planning and conducting organizational and policy studies, performing activities related to personnel, purchasing, contracting and budgeting and overseeing functions and staff in administrative services areas.

Administrative Specialists may also supervise the work of a small support staff on a project or day-to-day-basis. Although the work is diverse, all positions are typically characterized by all of the following elements:

• The necessity for independent decision making;

• Project, activity and/or functional planning, oversight and evaluation;

• The ability to significantly influence departmental policies, functions or service delivery activities; and

• The limited availability or nature of supervision.

TYPICAL DUTIES

NOTE: The following are the duties performed by employees 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. Plans, oversees, reviews and personally performs a variety of administrative services in support of division, department or agency activities and functions.

2. Plans and conducts administrative or operational studies; determines information gathering processes; obtains required information for analysis; evaluates alternatives and makes recommendations; prepares reports and makes presentations.

3. Represents the division, department or agency and acts as liaison with other County departments, representatives of other public and private organizations, program participants and the public; serves on a variety of committees and task forces.

4. Makes revenue and expenditure projections for the unit's budget; compiles figures, prepares justifications and coordinates the budget development process; during the budget year, reviews expenditure reports, prepares internal reports and transfers funds as required.

5. Serves as the departmental personnel officer or provides support to the personnel function; interprets rules and regulations and memoranda of understanding; may direct or coordinate payroll, training, personnel recordkeeping or similar functions.

6. Coordinates purchasing activities; acts as liaison with County Purchasing; researches capital purchases and makes recommendations; ensures that proper funds are debited and invoices approved; follows up with vendors as required.

7. Administers or coordinates the administration of personal service or consultant contracts; ensures that contract provisions are met and that appropriate approvals are received.

8. Reviews a variety of documents related to the operations of the unit for conformance to program regulations and procedures; researches and makes corrections as required.

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

10. Performs such administrative tasks as modifying policies and procedures, acting as the office automation administrator, and coordinating activities of the unit with those of other departments.

11. Supervises the work of a small support staff, plans, assigns and reviews work; trains staff in work procedures; effectively recommends selection and disciplinary actions.

12. Prepares a variety of correspondence, periodic and special reports, policies, procedures and other written materials; may access varied data bases or use information from various sources to prepare such materials.

13. Maintains accurate records and files related to work performed.

14. Operates a variety of standard office equipment including a word processor and/or computer; may drive a County or personal vehicle to attend meetings.

MINIMUM QUALIFICATIONS

I

Experience:

The equivalent of one year full-time experience in the class of Administrative Specialist I in the Alameda County classified service.

OR II

Education:

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

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

AND

Experience:

Equivalent to one year of full-time professional-level experience in planning and conducting administrative, operational and organizational studies and providing varied administrative support at the level of or higher than that performed by the County class of Administrative Specialist I.

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:

· Principles of public administration.
· Practices and techniques of administrative analysis and report preparation.
· Computer applications related to the work.
· Budgetary and financial record keeping techniques.
· Office administrative practices and procedures, including records management and the operation of standard office equipment.
· Basic supervisory principles and practices.
· Basic public personnel, purchasing and contract administration practices.

Ability to:

· Plan and conduct administrative, organizational and operational studies.
· Research, compile and summarize varied information, evaluate alternatives and reach sound conclusions.
· Interpret, explain and apply complex policies, regulations and procedures.
· Plan, assign and review the work of a small staff on a project or day-to-day basis.
· 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.
· Exercise sound independent judgment within established policies and guidelines.
· Establish and maintain effective working relationships with those contacted in the course of work.

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

Selection Plan

To apply please contact James Nguyen at 510-618-2016 to apply.

You are encouraged to apply immediately as this posting is open until filled and may close at anytime.

Alameda County is an Equal Opportunity Employer

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 (Employer Credit)
  • Health Flexible Spending Account
  • Dependent Care Flexible Spending Account
  • Accident, Critical Illness & Hospital Indemnity
  • 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
  • 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.