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Executive Assistant

Recruitment #2017-11711-01

Salary:$25.67 - $31.20/hour; $4,449.76 - $5,408.76/month + 3.5% Confidential Pay
Department:County Executive Office
Job Type: Promotional and/or Interdepartment Transfer
Date Opened:6/9/2017 8:00:00 AM
Filing Deadline:6/26/2017 5:00:00 PM
Employment Type: Permanent/Full Time (40 hrs/week)
Work Location: Auburn Area (Applegate, Auburn, Colfax, Foresthill, Meadow Vista, Penryn)
HR Analyst: Kathy Youngs

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INTRODUCTION

This is a promotional recruitment only.  You must be a current, permanent Placer County employee to participate in this recruitment.

POSITION INFORMATION

The Executive Assistant position is an outstanding opportunity to work in a fast-paced, dynamic environment in direct administrative support of the County Executive Officer.  This position will perform a wide variety of highly confidential, complex, and responsible administrative duties, including performing research, compiling and analyzing information, drafting letters and correspondence, performing special administrative projects, as well as coordinating and scheduling meetings and travel for the County Executive Officer.  As the Executive Assistant is at the hub of many activities, the ideal candidate will need to be able to build and maintain positive working relationships with other County departments and the public.

DEFINITION

To perform complex, confidential and specialized professional administrative functions for a variety of programs and projects in the Board of Supervisors Office and the County Executive Office, to support the County Executive Officer, members of the Board of Supervisors and associated staff; coordinates meetings, schedules and required reference materials and performs related work as assigned.

DISTINGUISHING CHARACTERISTICS

This is an administrative classification serving in a staff capacity as Executive Assistant to the County Executive Officer in support of the County Executive Office and/or the Board of Supervisors Office. The duties assigned to positions in this classification are performed in support of the County Executive Officer in the administration of the Department which includes: the office of the County Executive and the Board of Supervisors. Work is performed under the general direction of the County Executive Officer or his/her designee with discretionary latitude given for the exercise of independent judgment in performing assigned responsibilities.  This classification is distinguished from other office support and secretarial classes as the scope of responsibilities requires the incumbent to possess extensive knowledge of unique, diverse and complex issues and daily events of a highly sensitive nature. The frequent use of discretion, initiative, diplomacy and independent judgment is critical and consequential to the impact and operation of County business.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from the County Executive Officer or his/her designee.

May exercise technical and functional supervision over assigned clerical and secretarial staff.

EXAMPLES OF ESSENTIAL DUTIES

  • Set priorities and meet critical deadlines, organize work effectively in accordance with and in anticipation of the needs of the department.
  • Transmit information and coordinate departmental activities with other County departments.
  • Monitor the progress and execution of projects and activities.
  • Perform complex and highly responsible verbal and written secretarial duties.
  • Receive and screen visitors and telephone calls of a highly confidential and sensitive nature; provide information which requires the use of independent judgment and interpretation of policies and procedures; respond to complaints and requests for information or refers to departmental staff as appropriate.
  • Research, compile and summarize a variety of informational or statistical materials; may compile and review budget figures and process purchase requisitions; maintain budget, purchasing and other financial and business records.
  • Prior to review and authorization by the County Executive Officer, review all finished materials for completeness, accuracy, format, compliance with policies and procedures, appropriate English usage and return to appropriate department for corrections.
  • Maintain the County Executive Officer’s and Board of Supervisor’s calendars, schedules meetings, appointments and speaking engagements using discretion with time commitments; notify participants, coordinate timeframes, meeting location and prepare required informational materials.
  • Manage all administrative tasks for County Executive Officer and Board of Supervisors related to travel arrangements.
  • Advise on matters of a sensitive nature that may affect County operations and interpersonal relationships.
  • Represent the County to the public, businesses, Board members and other agencies as directed.
  • Provide direction and convey complex, sensitive information as requested to the County Executive Officer, members of the Board of Supervisors, department directors, CEO staff and others.
  • Coordinate office activities and schedules; develop and recommend office procedures and systems; ensure smooth office operations and ensure adherence to all deadlines. Review and summarize miscellaneous reports and documents; prepare background documents as necessary; independently initiate and compose reports.
  • Research and analyze routine administrative projects; prepare first draft reports on routine administrative matters.
  • Receive and distribute incoming mail; review and evaluate mail to identify those items requiring priority attention.
  • Provide follow up to assignments given to management staff; and provide status reports to the County Executive Officer.
  • Receive telephone calls including complaints, and provides assistance to callers using judgment as to calls requiring priority attention.
  • Independently respond to letters and general correspondence of a routine nature.
  • Build and maintain positive working relationships with co-workers, other County employees and the public using principles of good customer service.
  • Perform related duties as assigned.

MINIMUM QUALIFICATIONS

It is the applicant's responsibility to identify in their application materials how they meet the Minimum Qualifications listed below.

Experience: Five years of increasingly responsible secretarial experience including administrative support work for management personnel preferably in the public sector.

Training: Equivalent of the completion of the twelfth grade preferably supplemented by secretarial/office management or general business college course work.

License or Certificate:
May need to possess a valid driver’s license as required by the position.  Proof of adequate vehicle insurance and medical clearance may also be required.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

  • Principles and practices of routine analytical research.
  • Organization, procedures and operating details of a Board of Supervisors and/or County Executive's Office.
  • County emergency operations and procedures.
  • Techniques required to handle complaints and provide excellent public service.
  • English usage, spelling, grammar, and punctuation.
  • Modern office methods, procedures and computer equipment.
  • County governmental structure and operations and pertinent County functions, policies, rules and regulations.
  • Principles and methods of business letter and report writing.
  • Advanced secretarial/executive assistant techniques.

Ability to:

  • On a continuous basis, sit at desk for long periods of time.  Intermittently twist and reach office equipment; write or use keyboard to communicate through written means; occasionally run errands; may lift light weight.
  • Intermittently review documents related to department operations; observe, identify and problem solve office issues, and procedures; understand, interpret and explain department and county policies and procedures; explain and problem solve  concerns for the public and with staff.
  • Prioritize and coordinate tasks and events in a highly sensitive environment.
  • Employ good judgment and make sound decisions in accordance with established procedures and policies.
  • Research and prepare correspondence and reports.
  • Computer/word processing skills.
  • Interpret and explain pertinent laws and rules.
  • Understand, organize, index and reference a wide variety of administrative information and records.
  • Analyze situations carefully, recommend solutions, and adopt effective courses of action.
  • Communicate clearly and concisely, both orally and in writing.
  • Independently perform a variety of sensitive secretarial and administrative tasks.
  • Establish and maintain effective working relationships with those contacted in the course of work.
  • Work with various cultural and ethnic groups in a tactful and effective manner.

SELECTION PROCEDURE

Training & Experience Rating (100%)

Based upon responses to the supplemental questionnaire, the applicant’s education, training and experience will be evaluated using a pre-determined formula.  Scores from this evaluation will determine applicant ranking and placement on the eligible list.

All applicants who meet minimum qualifications will be required to respond to an online Conviction History Questionnaire, which will be sent as a link on their notification that minimum qualifications have been met.  Failure to respond to this questionnaire within (3) three calendar days of the minimum qualification notification will result in disqualification from the examination.

SUBSTITUTE LISTS

The eligible list(s) resulting from this recruitment may be certified as a substitute list for a substantially similar classification.  For this purpose, a substantially similar classification is one at a lower level in the same classification (example: entry level vs. journey) and/or a similar classification (similar work performed, similar training and experience qualifications required). If you are contacted for an interview by a County department, you will be informed of the classification and other relevant information. If you choose not to interview for a substantially similar classification, you will remain on the eligible list for which you originally applied.

EQUAL OPPORTUNITY EMPLOYER

Thank you for your interest in employment with Placer County. Placer County is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of Placer County that harassment, discrimination and retaliation are prohibited and that all employees, applicants, agents, contractors, and interns/volunteers shall receive equal consideration and treatment. All terms and conditions of employment, including but not limited to recruitment, hiring, transfer and promotion will be based on the qualifications of the individual for the positions being filled regardless of gender (including gender identity and expression), sexual orientation, race, color, ancestry, religion, national origin, physical disability (Including HIV and AIDS), mental disability, medical condition (cancer or genetic characteristics/information), age (40 or over), marital status, military and/or veteran status, sex (including pregnancy, childbirth and related medical conditions), or any other classification protected by federal, state, or local law. Please contact the Human Resources Department at least 5 working days before a scheduled examination if you require accommodation in the examination process. Medical disability verification may be required prior to accommodation.

BENEFITS

The following information represents benefits currently available to permanent Placer County employees and may be subject to change.  It is advisable that applicants inquire as to the most current benefit package during hiring interviews or by contacting the Human Resources Department.

Click here to view benefits for Confidential bargaining unit

SELECTION PLAN

6/29/17        Minimum Qualifications Screening

6/29/17        Conviction Questionnaires Sent

7/5/17          Training and Experience Rating

7/5/17          Establish Eligible List

Click on a link below to apply for this position:


Fill out the Supplemental Questionnaire and Application NOW using the Internet.
View and print the Supplemental Questionnaire.
scannable supplemental questionnaire
This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.
Contact us via conventional means. You may contact us by phone at 530-886-4607, or e-mail at jobs@placer.ca.gov, or come into the Placer County Human Resources Department to access the kiosk in the lobby.