Secretary - Advanced Level

The Position

Bargaining Unit: Local 2700 - General Clerical Unit

Why join Contra Costa County?
Contra Costa County is located in northern California and covers about 733 square miles. It stretches from the northeastern shore of San Francisco Bay to the San Joaquin River. The county has a population of just over 1 million, making it one of the top ten most populous counties in California. It's known for being home to one of the most diverse populations in the state, both culturally and economically.

Working for Contra Costa County gives you the opportunity to serve and improve the lives of the local community. The county provides essential services such as public safety, healthcare, social services, and infrastructure development. Working for the county can be a rewarding experience as it allows individuals to make a positive impact on their community and contribute to the betterment of society. Additionally, Contra Costa County offers competitive salaries, good benefits, and opportunities for career growth and development.

The Secretary Advanced Level classification is utilized in different departments across the County. It represents the highest working level in the Secretary series. Individuals in this position usually possess extensive experience in performing a range of intricate secretarial tasks that entail significant responsibility, with minimal supervision. Typically, the incumbent reports to individuals in high-level positions, such as Deputy Directors, Assistant Directors, Directors, or above.

We are currently seeking to fill:

• Two (2) vacancies within the Fire Protection District
• One (1) vacancy within the Public Works Department

The eligible list established from this recruitment may be used to fill future vacancies among other departments as they arise.

Fire District Opportunities:
The first vacancy is within the Administration Division. This position reports to the Chief of Administrative Services and provide secretarial support for Payroll and District Human Resources. The ideal candidate must exercise good judgement when handling confidential issues involving employee payroll and sensitive personnel matters.

The second vacancy is within the Operations Division. This position supports both the deputy Fire Chief of the Operations Division and the Assistant Fire Chief of the Support Services Division. The ideal candidate must be able provide secretarial support for both managers and effectively manage multiple deadlines.

Please note that assignments to the Fire District do not involve emergency response fieldwork. Candidates assigned to the Fire District will be providing essential administrative support to leadership and handling confidential matters.

About Contra Costa County Fire Protection District

Ranking among the larger California fire agencies, the Contra Costa County Fire Protection District is a well-equipped, full-service fire agency. Our guiding principles include honoring the past, recognizing the challenges of the present, and continuing to raise the bar of excellence into the future. CCCFPD understands that in the fire service industry, providing high-quality services means hiring high quality people.

The CCCFPD team is an energetic, innovative team that is committed to being the best. If you want to learn, be challenged, and grow professionally, CCCFPD District is the organization for you.

The District uses google platforms including google calendar, google meet (virtual meetings), and Gmail.

About Contra Costa County Public Works Department:
The Contra County Public Works Department (CCCPWD) is responsible for the maintenance and operation of over 650 miles of roads, 79 miles of streams and channels, and over 150 County buildings. CCCPWD services include parks and recreation, sandbag distribution, flood control, road and facilities maintenance, and storm water management.

CCCPWD operates two airports, Buchanan Field Airport in Concord, and Byron Airport in Byron. CCCPWD strives for continuous improvement to deliver cost effective, safe reliable and sustainable projects, programs, and quality services.

We are looking for someone who is:

• Organized. You will need to balance multiple assignments, priorities, and deadlines in a fast-paced environment.
• Dependable and Punctual. Your assigned unit will rely on you for support.
• Flexible. You will have to shift priorities quickly as needs change.
• Personable. You will work with a team of professionals and need to interact professionally with others.
• A good communicator. You will be working with internal and external clients and must communicate with them effectively.
• Detail-oriented. You will be responsible for ensuring the accuracy of written communications, numbers, or data entry.

What you will typically be responsible for:

• Support the Assistant Chiefs by maintaining their calendars; arranging meetings, conferences, teleconferences, and travel.
• Prepare communications including letters, memorandums and reports
• Maintain and organize files, records and documentation both electronic and hard copy
• May take, type and distribute minutes of meetings
• Handle incoming emails, mail and other material and ensure they are routed appropriately.
• Greeting customers, in person or on the telephone; answering or referring phone inquiries
• Communicate well verbally and in writing to answer inquiries and provide information
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Work well with other support staff in the department and contribute to team effort by accomplishing related results as needed.
• Maintains the highest level of confidentiality due access to highly sensitive and confidential information.

A few reasons you might love this job:

• You will have the ability to work independently and autonomously
• You will work in a supportive and respectful working environment that values work-life balance
• You will be given the opportunity to grow through a variety of work assignments

A few challenges you might face in this job:

• You may have one or two managers you report to and be back up to other secretaries
• You will be expected to balance multiple projects, priorities, and demands
• You will support deadline driven functions that require you to follow up without being prompted

Competencies Required:

• Attention to Detail: Focusing on the details of work content, work steps, and final work products
• Building & Maintaining Relationships: Establishing rapport and maintaining mutually productive relationships
• Decision Making: Choosing optimal courses of action in a timely manner
• Delegating: Sharing responsibility, authority, and accountability
• Fact Finding: Obtaining facts and data pertaining to an issue or question
• Displaying Ownership and Accountability: Holding self and others accountable for measurable high-quality, timely, and cost-effective results
• Action & Results Focused (Taking Initiative): Initiating tasks and focusing on accomplishment
• Handling Stress: Maintaining emotional stability and self-control under pressure, challenge, or adversity
• Interpersonal Savvy: Considering and responding appropriately to the needs and feelings of others in different situations
• Oral Communication: Engaging effectively in dialogue
• Self-Management: Showing personal organization, self-discipline, and dependability
• Using Technology: Working with electronic hardware and software applications
• Adaptability: Responding positively to change and modifying behavior as the situation requires
• Establishing Credibility: Doing what he/she commits to doing and respecting the confidentiality of information and concerns shared by others

To read the complete job description, please click here .

The eligible list established from this recruitment may remain in effect for six (6) months.

Minimum Qualifications

Education: Possession of a high school diploma, GED equivalency or a high school proficiency certificate.

Experience: Three (3) years of full-time (or the equivalent of full-time) secretarial or office clerical experience.

Other Requirements: The ability to type at a net speed of not less than 40 words per minute from clear manuscript of printed or typewritten copy.

Desirable Qualifications:

• Experience with Gmail, Google meet, Google Calendar is desirable

Selection Process

Application Filing and Evaluation: Applications will be evaluated to determine which candidates will move forward to the next phase of the recruitment process. Applicants will be required to complete a supplemental questionnaire as part of their application.

Online Typing Test: Applicants who meet the minimum qualifications will be invited to take a timed typing assessment which verifies the ability to type at least 40 net words per minute. Candidates who do not meet this requirement will not advance in the selection process. Please note that external typing test results are not accepted.
Tentatively: November 2024

Online Skills Assessment: Applicants who meet the typing requirement will be invited to participate in an online skills assessment. Access to a computer and the internet is required. The assessment may cover topics such as Attention to Detail, Action & Results Focus, Displaying Ownership & Accountability, Establishing Credibility, Self-Management, and Using Technology. (Weighted at 100%)
Tentatively : November-December 2024

Departmental Hiring Interview: Interviews will be scheduled by the department once the eligible list is established. (TBD)

For recruitment questions, please contact Norma.Martinez@hrd.cccounty.us. For any technical issues, please contact the GovernmentJobs’ applicant support team for assistance at +1 855-524-5627.

The Human Resources Department may change the examination steps noted above in accordance with the Personnel Management Regulations and accepted selection practices.

CONVICTION HISTORY

After you receive a conditional job offer, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction conflicts with the specific duties and responsibilities of the job for which you have received a conditional job offer. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances. Having a conviction history does not automatically preclude you from a job with Contra Costa County. If you accept a conditional job offer, the Human Resources department will contact you to schedule a fingerprinting appointment.

DISASTER SERVICE WORKER

All Contra Costa County employees are designated Disaster Service Workers through state and local law. Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

EQUAL EMPLOYMENT OPPORTUNITY

It is the policy of Contra Costa County to consider all applicants for employment without regard to race, color, religion, sex, national origin, ethnicity, age, disability, sexual orientation, gender, gender identity, gender expression, marital status, ancestry, medical condition, genetic information, military or veteran status, or other protected category under the law.

To find more information on Benefits offered by Contra Costa County, please go to https://www.contracosta.ca.gov/1343/Employee-Benefits

Closing Date/Time: 11/1/2024 11:59 PM Pacific

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• Contra Costa County Human Resources Department

• 925-655-2100

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