Administrative Associate

3 weeks ago

Oakland, United States Alameda County Full time $38 - $46
Date Opened
12/10/2024 5:00:00 PM
Filing Deadline
12/24/2024 5:00:00 PM
Salary
$37.70 - $46.31/hour; $78,416.00 - $96,324.80/year
Employment Type
Permanent Full-Time Employment
HR Analyst
Sam Gee
Department
County Administrator
Work Location
Oakland
Type of Recruitment
Reopened, open continuous exam

Introduction

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

THIS IS A REOPENING OF A CONTINUOUS EXAMINATION. If you have previously applied or started an application for the Administrative Associate, County Administrator's Office #24-1137-01, please contact the examination analyst, Sam Gee, at samson.gee@acgov.org to reapply.

In order to reapply, you must contact the analyst 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 previously submitted an application and choose to reapply, your new score/disposition will replace your current disposition. If you do not wish to change your score/disposition, you are not required to reapply to this examination.

Applications must be in the possession of the Human Resource Services Department by 5:00 p.m. on the Last Day for Filing. Applications will only be accepted on-line.

DESCRIPTION

The Position: Under minimal supervision, Administrative Associate, CAO incumbents function in lead secretarial capacities and perform the most complex and time-sensitive assignments, secretarial and administrative duties in support of various units of the County Administrator’s Office. These positions often engage in higher level contact with principal County officials, community members, the public regarding official Board meetings and related Board actions, more complex agenda items, legislative issues and assessment appeals. Positions often involve exposure to confidential information unique to the Board of Supervisors, Board Committees, Assessment Appeal Board, or County Administrator's Office including fiscal, political and personnel matters having Countywide impact.

Key Responsibilities:

  • Prepare correspondence, documents, agendas and minutes of meetings (i.e., Board meetings, Board Committees, Assessment Appeals Board, and special ad hoc committees).
  • Provide secretarial support to CAO units, assigned direct responsibility of various programs of the County Administrator's Office.
  • Maintain databases for the various units of the County Administrator’s Office.
  • Provide logistic support and monitor progress of projects, programs or events specific to units of the County Administrator's Office.
  • Analyze processes and procedures and recommend operational changes/enhancements.
  • Attend and clerk special committee meetings, edit drafts for composition and grammatical structure.
  • Handle confidential information, record actions to be taken on sensitive matters.
  • Compile a variety of narrative and statistical reports.
  • Provide scheduling and administrative support for management and leadership.

Ideal Candidate: Administrative Associates perform progressively responsible administrative support functions in a highly confidential, political, and dynamic environment, which require strong written and oral communication skills. Candidates must have the ability to resolve operational and administrative issues and provide high quality reports while exercising judgement.

  • Ability to identify and understand complex problems and concepts.
  • Make decisions and exercise good judgment based on available data.
  • A great communicator and listener, quick and clear thinking, calm under pressure.
  • Highly focused, organized, and responsible.
  • Politically sensitive to the dynamics of the organization and the competing needs of stakeholders.
MINIMUM QUALIFICATIONS

Either I: The equivalent of two years of full-time experience in the class of Secretary I, or an equivalent or higher level clerical class. Or II: The equivalent of four years of full-time secretarial or office administrative experience with considerable exercise of initiative and independent judgment.

KNOWLEDGE AND SKILLS
  • Modern office practices and procedures, including business correspondence and standard office equipment operations.
  • Data processing applications and systems and principles of modern office management.
  • Proficiency in Microsoft Office systems.
  • Customer Service practices and techniques for dealing with the public.
EXAMINATION COMPONENTS
  • A review of candidates' applications to verify possession of minimum requirements.
  • A review of candidates’ Supplemental Questionnaires to select the best qualified applicants.
  • An oral interview weighted as 100% of the candidate's final examination score.
RECRUITMENT AND SELECTION PLAN

Applicants will be informed via email with reasonable notice in advance of any examination process which will require their attendance.

BENEFITS

Alameda County offers a comprehensive and competitive benefits package including:

  • Medical, Dental, Vision Plans
  • Retirement Plan - Defined Benefit Pension Plan
  • 12 paid holidays, Floating Holidays, Vacation and sick leave accrual
DISASTER SERVICE WORKER

All Alameda County employees are designated Disaster Service Workers through state and local law.

EQUAL EMPLOYMENT OPPORTUNITY

Alameda County is an equal opportunity employer committed to creating an inclusive and welcoming workplace environment.

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