Executive Assistant

1 week ago

Santa Barbara, United States County of Santa Barbara Full time


Description


Notice of Change: this recruitment will close on 12/02/2024 at 11:59 PM PST

We are seeking a customer service oriented, reliable and proactive Executive Assistant to support the Santa Barbara County Human Resources Department. Under general supervision, the Executive Assistant provides a full range of confidential and sensitive executive administrative duties requiring considerable independent judgment for the Human Resources Department Executive Staff and performs other duties as required. This is an at-will position, exempt from Civil Service provisions, who serves at the pleasure of the Human Resources Director.

This position is based in Santa Barbara, CA and requires an on-site presence four days per week, with up to one day of remote work. The standard work week is Monday to Friday, 8 AM to 5 PM, with the option of a 9/80 schedule. Occasional travel within the county may be required.

The ideal candidate will possess:
  • Experience formatting, routing, and tracking documents within tight deadlines and in accordance with established policies for formal meeting agendas
  • Experience with coordination of Brown Act notices, agendas, documents, and meetings
  • Experience with calendar management for multiple executive employees
  • Experience managing and coordinating multiple projects
  • Experience with analyzing report and project information
  • Experience with arranging travel and preparing travel claims
  • Experience preparing and storing confidential materials and documents
  • Experience finding creative solutions to problems in a fast-paced environment
  • Demonstrated ability to develop and implement organizational tools and strategies to streamline workflows
  • Proven ability to multitask in a dynamic environment, prioritizing tasks effectively to meet deadlines
  • Experience with agenda and minute preparation, recording minutes and live minute-taking, etc.
  • Proficiency in proofreading, grammar, English usage, typing, and MS Office
  • Excellent oral and written communication skills and ability to interact with all levels of internal and external customers
  • Ability to remain professional with the utmost level of diplomacy and integrity, and to preserve confidentiality of materials and information
  • Ability to interact with all levels of internal and external customers while remaining poised and professional
  • Maintain a reputation for honesty and trustworthiness, integrity, and good moral character
  • Strong initiative/drive and energy; a positive attitude; consistently good judgment under pressure

Examples of Duties

  1. Coordinates and facilitates calendars; arranges appointments, meetings, and conferences; makes travel arrangements and processes travel reimbursements; plans and coordinates large events and meetings.
  2. Relieves Human Resources Department executives of certain administrative matters by reading and screening incoming correspondence and reports, making preliminary assessments of the importance of materials, organizing documents and handling some matters personally by making referrals to appropriate staff and keeping informed of pertinent activities and deadlines; researches, compiles and processes information including confidential and sensitive information.
  3. Drafts and produces a wide variety of finished documents from notes, printed materials or brief instructions using Word, Excel, and other Microsoft Office products; initiates correspondence independently for the Human Resources Director‘s signature; articulates the Human Resources Department‘s vision and directives by matching tone and content with the Human Resources Director‘s intended message in oral and written communications; reviews finished materials for completeness, accuracy, format compliance with policies and procedures, and appropriate English usage; develops presentations and reviews presentation materials (slides, graphs, letters and reports) for proper layout and flow.
  4. Prepares meeting agendas; takes and prepares minutes for various executive meetings and prepares meeting materials for review or distribution.
  5. Receives screens and directs visitors and telephone callers; determines which are priority matters and alerts the Executive Officer accordingly.
  6. Organizes Board agenda item letters, materials, and routing of certain items for concurrences and approval; facilitates Board filings.
  7. May supervise, train, assign, review and evaluate the work of office support staff.
*These examples of duties are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
Employment Standards

In order to be considered for this position, applicants must provide detailed information on their application to demonstrate how they meet the employment standards listed below:

  1. Four years of secretarial experience which includes: coordinating and facilitating a manager/executive‘s calendar to arrange appointments, meetings and conferences; acting as a liaison between a manager/ executive and subordinates or others, which requires making assessments of the importance of the caller or issue and responding appropriately; and independently composing and producing professional letters and memoranda for a manager/executive; or,
  2. A combination of training, education, and experience that is equivalent to one of the employment standards listed above and that provides the required knowledge and abilities.
Completion of college level course work in English or a related subject is desired and may be substituted for one year of the required experience. Experience with Excel and PowerPoint is also desired.

Additional Qualifications: Some positions may require a specific typing speed and California Class C Driver‘s License.

Knowledge of: Business English, spelling, grammar syntax and punctuation; of business phone etiquette; and ability to use Microsoft Word to produce professional materials and Outlook.

Ability to: Write clear and concise reports and correspondence; compose correspondence from brief or minimal directions to specific situations; proofread and detect errors in spelling, grammar, syntax and punctuation; listen attentively to obtain and relay key information; organize and articulate information; speak clearly and concisely; identify problems, solve them, act decisively and show good judgment; take action without being prompted; take personal responsibility for actions; anticipate and meet department head, customer and staff‘s needs; maintain confidentiality; work effectively in spite of changes in priorities and unanticipated problems/solutions; multitask; establish, communicate and model performance and behavior standards and hold self and staff accountable for meeting those standards; deal diplomatically with customers and staff; work well under stressful circumstances and pressing deadlines; interact effectively with various levels of management staff within and outside the Department and County.
Supplemental Information

  1. Review Application and Supplemental Questionnaire to determine applicants who meet the employment standards.
  2. Candidates that meet employment standards will then be forwarded to the Human Resources Director for review.
NOTE: The hiring department will conduct interviews with highly desirable candidates.

REASONABLE ACCOMMODATIONS: The County of Santa Barbara is committed to providing reasonable accommodation to applicants. Qualified individuals with disabilities who need a reasonable accommodation during the application or selection process should contact the recruiter listed on the job posting. We require verification of needed accommodation from a professional source, such as a Medical Provider or a learning institution.

Recruiters will correspond with applicants by email during each step in the recruitment process. Applicants are reminded to check spam filters continuously during the Recruitment & Selection Process steps listed above to ensure they do not miss required deadlines.

Conditional Job Offer: Once a conditional offer of employment has been made, candidate will be required to successfully complete a background investigation, which includes a conviction history check, and satisfactory reference checks. Appointee may be subject to a post-offer medical evaluation or examination

Disaster Service Worker: Pursuant to Governmental Code section 3100, all employees with the County of Santa Barbara are declared to be disaster service workers subject to such disaster service. Activities as may be assigned to them by their superiors or by law.

Statement of Commitment: The County of Santa Barbara is dedicated to cultivating and sustaining an environment that exhibits equity and inclusion everywhere, and at all levels of our organization. The County believes equity is a fundamental principle that must be imbedded in policies, institutional practices and systems. The County recognizes the negative impacts of systemic racism and is committed to eliminating the barriers affecting our Black, Latinx, Indigenous, and Asian community members, as well as people of other diverse racial and ethnic backgrounds. We envision a world where society and its systems (e.g. education, criminal justice, and health care, housing the economy) are just, fair, and inclusive, enabling all people to participate and reach their full potential.

We celebrate community and employee diversity, strive for inclusion and belonging, and promote empowered participation. We aspire to build a workforce that is reflective of these values and the communities we serve. We are proud to be an equal opportunity employer and will resolutely uphold federal, California state law and/or Santa Barbara County ordinances.

We believe equity and inclusion are vital to fulfill the County‘s mission and to embody a culture of ‘One County, One Future.‘ Expanding the full range of employee talent allows the County to deliver our best to all our community members.

We believe in the dignity and humanity of all people. We strive for a healthy and prosperous society that promotes all people having equitable access and opportunity.

BENEFITS: For more information on County benefits, please visit HERE. In addition, applicants from other public sector employers may qualify for:
  • Retirement reciprocity
  • Time and service credit towards an advanced vacation accrual rate

APPLICATION AND SUPPLEMENTAL QUESTIONAIRE DEADLINE: Monday, December 2, 2024 at 11:59 PM PST; Postmarks are not accepted. Applications and job bulleting can be obtained 24 hours a day @sbcountyjobs.com.

Collin Graham, Senior Talent Acquisition Analyst:

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