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Administrative Secretary

Recruitment #2017-12308-02

Salary:$21.31 - $25.90/hour; $3,693.98 - $4,490.13/month
Department:County-Wide
Job Type: Open
Date Opened:8/9/2017 1:30:00 PM
Filing Deadline:8/20/2017 11:59:00 PM
Employment Type: Permanent/Full Time (40 hrs/week)
Permanent/Part Time (less than 40 hrs/week)
Temporary/Extra Help
Work Location: Tahoe Area (Carnelian Bay, Kings Beach, Tahoe City, Tahoe Vista, Truckee)
Auburn Area (Applegate, Auburn, Colfax, Foresthill, Meadow Vista, Penryn)
South Placer (Granite Bay, Loomis, Lincoln, Rocklin, Roseville)
HR Analyst: Amy Pearson

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POSITION INFORMATION

This position is scheduled to receive a 4% wage increase effective 08/19/2017.

The current permanent/full-time vacancy is in the Auburn Area with the department of Health and Human Services - Administration. The position will provide secretarial support to the Director of Administration and program managers. This position functions very independently and, at times, will act on behalf of the Director of Administration. Typical duties include: scheduling and making travel arrangements; completing travel requests/reimbursement claims and credit card reconciliation; serving as the division's training coordinator; scheduling meetings and maintaining calendars and agendas; answer and screen calls; acting as the liaison with Facilities for work orders; supply ordering; schedules and coordinates division employee engagement events; records management; order and assist in the maintaining of employee badge records; process mail (internal and external) and receipt deposits; and maintaining signature authority records. 

The eligible list resulting from this recruitment will be used to fill vacancies in all departments county wide as they arise.

DEFINITION

To perform a variety of highly responsible and complex clerical, secretarial and routine administrative duties for a department or division; and may supervise clerical personnel.

DISTINGUISHING CHARACTERISTICS

This is the advanced journey level class in the Secretary series.  Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned.  Employees perform the most difficult and responsible types of duties assigned to classes within this series including providing administrative support to a department in areas such as budget, personnel, or a departmental program or function, as well as providing responsible secretarial support to a department or division head.  Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from assigned management personnel.
 
May exercise direct supervision over assigned clerical personnel.

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to, the following:
  • Perform a wide variety of complex, responsible, and confidential secretarial and administrative duties for management personnel.
  • Perform administrative projects for management personnel; research and compile background data; maintain records and files regarding department administrative activities.
  • Screen calls, visitors and mail; respond to moderately complex requests for information.
  • Interpret and explain County and department policies, rules, and regulations in response to inquiries; refer inquiries as appropriate; assist in developing department policies and procedures in order to meet department objectives.
  • Independently respond to letters and general correspondence not requiring the attention of management personnel.
  • Coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.
  • Perform accounting functions related to accounts payable or receivables.
  • Maintain time card and payroll records including employee evaluations and disciplinary actions; maintain personnel files and records for management personnel.
  • Order and purchase supplies for the department.
  • Perform clerical duties related to department activities such as typing, filing and distributing mail.
  • Participate and assist in the administration of a department budget; compile annual budget requests, and recommend expenditure requests for designated accounts.
  • Research, compile, and analyze data for special projects and various reports.
  • Initiate and maintain a variety of files and records.
  • Assist in the support of a board or commission including posting legal notices, preparing the agenda, assembling background materials, and typing minutes of meetings as assigned.
  • Plan, assign and supervise the work of assigned clerical personnel; conduct performance evaluations of assigned personnel; train staff in office methods and procedures.
  • Recommend organization or procedural changes affecting clerical activities.
  • 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: Four years of increasingly responsible secretarial and clerical experience involving frequent public contact.

Training: Equivalent to the completion of the twelfth grade.

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:

  • English usage, spelling, grammar, and punctuation.
  • Modern office methods, procedures, and computer equipment.
  • Principles and practices of bookkeeping.
  • Business letter writing and report writing.
  • Pertinent County government organization, functions, policies, rules and regulations.
  • Principles and practices of supervision and performance assessment.
  • Principles and practices of office management.

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; lift light weight.
  • Intermittently review documents related to department operations; observe, identify and problem solve office practices and procedures; understand, interpret and explain department policies and procedures; explain and problem solve office issues for the public and with staff.
  • Understand the organization and operation of the County and of outside agencies as necessary to assume assigned responsibilities.
  • Compose general correspondence, press releases, letters and reports.
  • Interpret and apply administrative and departmental policies, laws, and rules.
  • Operate and use modern office equipment including word processing equipment as assigned.
  • Analyze situations carefully and adopt effective courses of action.
  • Recognize issues of a confidential nature and handle appropriately.
  • Plan, organize and schedule priorities in the office.
  • Compile and maintain complex and extensive records and prepare routine reports.
  • Establish and maintain effective working relationships with those contacted in the course of work.
  • Communicate clearly and concisely, both orally and in writing.
  • Supervise, train and evaluate assigned clerical personnel.
  • Type accurately at a speed of at least 50 words per minute.
  • Take notes and write summaries of meetings.

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.

CONDITION OF EMPLOYMENT

Prior to the date of hire, applicants must undergo a fingerprint test by the Department of Justice, pass a medical examination, which may include a drug screening and possibly a psychological evaluation, sign a constitutional oath and submit proof of U.S. citizenship or legal right to remain and work in the U.S.  For some positions, applicants may also be required to submit proof of age, undergo a background investigation and/or be bonded. 

MODIFIED AGENCY SHOP

All new permanent employees, with the exception of sworn law enforcement and those in management and confidential groups, shall be required to join the employee organization or pay an 'Agency Fee' as a condition of employment.

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.

EMPLOYEES OF OTHER PUBLIC AGENCIES

Placer County offers an expedited process for qualifying certain applicants for interviews. Candidates currently employed, or employed within the last year, by a public agency operating under a personnel civil service or merit system may be eligible to be placed on a Public Agency Eligible List and certified as eligible for appointment to a similar job assignment without going through the examination process. For more information on the Public Agency Eligible List, to download forms, or to apply, please visit our website at:
http://www.jobaps.com/placer/sup/abfreenames.asp.

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 General bargaining unit

Click here to view benefits for Confidential bargaining unit