Administrative Assistant

Introduction

READ THIS ENTIRE BULLETIN FOR INSTRUCTIONS ON HOW TO REAPPLY FOR THIS RECRUITMENT.

THIS IS A REOPENING OF AN EXISTING EXAMINATION. If you have previously applied or started an application for the Administrative Assistant, Examination #23-1142-01 , read this entire bulletin. There are specific instructions on how to reapply for this position.

PLEASE CONTACT THE EXAMINATION ANALYST, ROSARIO JONES AT ROSARIO.JONES@ACGOV.ORG TO HAVE YOUR PREVIOUS APPLICATION RELEASED BACK TO YOU.

The scores and dispositions of candidates for this examination will be merged with previous exam participants. If you have previously submitted an application and choose to reapply, your new score/disposition will replace your current disposition.

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. Failure to submit the Supplemental Questionnaire will result in disqualification.

Languages: Qualified bilingual persons who speak English and are also fluent in: Spanish, Chinese, Vietnamese, Cambodian, Laotian, Korean, Mien, Tagalog, Amharic, Farsi, Dari, Tigrigna, Russian, Romanian or Sign Languages are especially encouraged to apply. There is an additional bi-weekly compensation for persons in positions designated bilingual. Qualified candidates may be tested to demonstrate language proficiency.

Applications and Supplemental Questionnaires will only be accepted on-line.

DESCRIPTION

ALAMEDA COUNTY

Alameda County with a population approaching 1.7 million residents is the geographic center of the San Francisco Bay Area, located on the east side of the Bay across from the San Francisco Peninsula, with Contra Costa County to the north and Santa Clara County to the south. Alameda is the second largest county in the Bay Area and the seventh largest county in the State. The County encompasses 14 incorporated cities and 6 unincorporated areas that span a total of 738 square miles. Commonly referred to as the “East Bay,” the region has been the fastest growing in the San Francisco Bay area for more than two decades. The East Bay is popular because of its desirable location, incredible diversity, ideal climate, broad economic base, plus its range of available housing and business opportunities. The County itself is one of the most diverse regions in the entire country.

Alameda County offers a rich array of cultural activities, including the Oakland Museum and the Oakland East Bay Symphony. The wine country of the inland Tri-Valley area and the Chabot Space and Science Center bring additional opportunities for recreation, relaxation, and education. The University of California, Berkeley and California State University, East Bay are just two of the numerous distinguished academic institutions serving Northern California. Urban transportation options are extremely accessible in Alameda County including the Oakland International Airport, the Bay Area Rapid Transit (BART) system and the San Francisco Bay Ferry.

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.
This administrative support class performs a variety of activities, in administrative areas such as personnel, purchasing, contracting, budgeting and report preparation to operational functions such as ensuring that program service deliverers or claimants understand and meet specific rules and guidelines. Although the work is diverse, all positions are typically characterized by all of the following elements:

• The existence of defined policies and procedures;
• Some autonomy to implement internal procedural changes; however, external procedural or policy changes must be recommended to a supervisor or manager;
• The availability of supervision in non-routine circumstances; and
• An emphasis upon the processing of documents and work in support of a project or operational program.

This class is distinguished from the Administrative Specialist series in that the responsibilities of the latter classes normally involve independent decision-making, development or oversight, of a program or function, the more limited availability or nature of supervision received and a greater scope and complexity of activities, regulations and guidelines.

For more detailed information about the job classification, please visit:Administrative Assistant (#1142)

VACANCIES

This is a countywide recruitment, and the immediate vacancies are in theAlameda County Department of Child Support Services,General Services Agency, AC Health , Public Works AgencyandInformation Technology Department. However, t he eligible list resulting from this recruitment may be used by any County department or agency needing to fill a vacancy.

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.

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.

EXAMINATION COMPONENTS

THE EXAMINATION WILL CONSIST OF THE FOLLOWING STEPS:
A review of applicant's application and supplemental questionnaire to verify possession of minimum qualification. Those candidates who possess the minimum requirements for the class will move on to the next step in the examination process; A pass/fail typing and computer skills assessment test. Those candidates who pass the typing and computer skills assessment test will move to the final step in the process; A pre-recorded video oral interview, weighted at 100% of the candidates' final examination score. The oral interview may contain situational exercises.
Candidates must attain a qualifying rating on each portion of this recruitment.

WE RESERVE THE RIGHT TO MAKE CHANGES TO THE ANNOUNCED EXAMINATION STEPS.

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 may be more broadly used for both current and future vacancies, or for other alternate jobs with comparable scopes of work.

For more information on the Civil Service 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 e-mail 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 RECRUITMENT PLAN:

Deadline For Filing: 5:00:00 p.m., Monday, January 6, 2025 Review of Minimum Qualifications: by Friday, January 24, 2025 Typing and Computer Skills Assessment Performance Test: by Friday February 14, 2025 Virtual Oral Interviews: by Monday, March 10, 2025

TENTATIVE SELECTION PLAN:

Departmental Hiring Interviews: April 2025

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 statues. 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 statues.

For more information regarding our Reasonable Accommodation procedures, please visit our website: https://hrs.alamedacountyca.gov/ .

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 & Well-Being

• Medical - HMO & PPO Plans
• Dental - HMO & PPO Plans
• Vision or Vision Reimbursement
• Share the Savings
• Basic Life Insurance
• Supplemental Life Insurance (with optional dependent coverage for eligible employees)
• County Allowance Credit
• Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
• Employee Assistance Program

For your Financial Future

• Retirement Plan - (Defined Benefit Pension Plan)
• Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

• 12 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Catastrophic Sick Leave
• Pet Insurance
• 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
• 1 st 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.

Conclusion

All notices related to County recruitments for which you have applied will be sent/delivered via email. Please add @jobaps.com, acgov.org, Noreplyalamedacountyhr@acgov.org and Noreply@jobaps.com 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 ensure 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 Noreply@jobaps.com and Noreplyalamedacountyhr@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.

Rosario Jones, Human Resources Analyst

Human Resource Services Division, County of Alameda

Email Address Link: ROSARIO.JONES@ACGOV.ORG | Phone: 510-891-5737

DISASTER SERVICE WORKER

All Alameda 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 report to work as ordered in the event of an emergency.

EQUAL EMPLOYMENT OPPORTUNITY

Alameda County has a diverse workforce, that is representative of the communities we serve and is proud to be an equal opportunity employer. All aspects of employment are based on merit, competence, performance and business need. Alameda County does not discriminate in employment on the basis of, race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors protected under federal, state and local law. Alameda County celebrates diversity and is committed to creating an inclusive, and welcoming workplace environment.

Closing Date/Time: 1/6/2025 5:00:00 PM

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• County of Alameda

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