Job details

Administrative Specialist I

Introduction

THIS IS A NEW ASSEMBLED EXAMINATION. The eligible list resulting from this examination will cancel any existing list and may last approximately one year but can be extended.

Supplemental Questionnaire: A properly completed Supplemental Questionnaire must be submitted with each application. Failure to submit the Application or Supplemental Questionnaire will result in disqualification.

Applications and supplemental questionnaires must be in the possession of the Human Resource Services Department by 5:00:00 p.m. on the Last Day for Filing.

APPLICATIONS AND SUPPLEMENTAL QUESTIONNAIRE WILL ONLY BE ACCEPTED ONLINE.

DESCRIPTION

THE AGENCY

Alameda County, located on the east side of San Francisco Bay, is California's seventh-largest county. The County employs 9,700 full-time employees and operates on an annual budget of $3.4 billion. Oakland, the County seat, is California's eighth largest city. One and a half million people call Alameda County home and live in a variety of incorporated cities, unincorporated communities and rural areas. As a major urban county, Alameda provides a full range of services to its citizens. The County is a blend of culturally and ethnically diverse communities, and its mixture of cosmopolitan and suburban areas provides the perfect environment for families and their active lifestyles. The County offers extensive cultural resources, countless recreational opportunities and an array of fine public and private colleges and universities.

THE POSITION

Under direction the incumbent will provide professional level administrative, operational and organizational services to County departments and agencies; to plan and conduct a variety of studies and inquiries; to facilitate the implementation of a wide variety of programs and projects; and to do related work as required.

Administrative Specialist I/II is a flexibly staffed class series with the work normally performed at the II level, but with initial selection possible at the I (or entry) level. Incumbents hired at the I level will be expected to gain experience and demonstrate proficiency which qualifies them to promote to the II level after the equivalent of one-year full time service. Appointment at the I level will not be extended beyond one year.

For more detailed information about the job classification, visit: Administrative Specialist I (#0218)

IDEAL CANDIDATE

In addition to meeting the minimum qualifications, the ideal candidate will demonstrate the ability to:

Plan and organize work activities, manage several tasks at once, and establish a course of action for self and others to ensure timely and efficient completion of work.
Identify issues, problems or opportunities and determine appropriate course of action.
Provide leadership and direct supervision to a small group of administrative/clerical support staff.
Prepare, update and present reports, correspondence or other documents.
Diligently watch over job processes, tasks, and work products to ensure freedom from errors, omissions, or defects.
Work cooperatively with others inside and outside the organization, to accomplish objectives and build and maintain mutually beneficial partnerships.
Utilize and stay current on available technology and office equipment.
Deliver clear, effective communication, both orally and in writing, and take responsibility for understanding others.
Conduct research, analyze data, generate reports and make recommendations to management.
Monitor contracts, revenues and expenditures; and
Provide administrative guidance, support and expertise to assigned department/division.

VACANCIES

Administrative Specialist I is a countywide classification; positions in this class can be found in departments throughout Alameda County. This recruitment is to establish a countywide eligible list that will be used by any County department or agency needing to fill a vacancy in this classification.

MINIMUM QUALIFICATIONS

EITHER I:

Experience:
Equivalent to two years of full-time experience at the level of or higher than the class of Administrative Assistant in the Alameda County classified service (non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts).

Completion of the Alameda County Management Academy “Management & Supervision Certificate Program” may substitute for six (6) months of the required qualifying experience.

OR II:

Education:
Equivalent to graduation from an accredited four-year college or university (180 quarter units or 120 semester units) with major coursework in business or public administration, or a field related to the work.

(Additional professional or paraprofessional administrative experience may be substituted for the education on a year-for-year basis.)

Experience:
Administrative support experience equivalent to that performed by the Alameda County classified service of Administrative Assistant is desirable.

Licenses: Specified positions may require possession of a valid California driver's license.

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:

Principles of public administration.
Practices and techniques of administrative analysis and report preparation.
Computer applications related to the work.
Budgetary and financial record keeping techniques.
Office administrative practices and procedures, including records management and the operation of standard office equipment.
Basic supervisory principles and practices.
Basic public personnel, purchasing and contract administration practices.

Ability to:

Plan and conduct administrative, organizational and operational studies.
Research, compile and summarize varied information, evaluate alternatives and reach sound conclusions.
Interpret, explain and apply complex policies, regulations and procedures.
Plan, assign and review the work of a small staff on a project or day-to-day basis.
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.
Exercise sound independent judgment within established policies and guidelines.
Establish and maintain effective working relationships with those contacted in the course of work.

EXAMINATION COMPONENTS

THE EXAMINATION WILL CONSIST OF THE FOLLOWING STEPS:

A review of candidates' application to verify possession of minimum requirements. Those candidates who possess the minimum requirements for the class will move on to the next step in the examination process.

A review of the supplemental questionnaire to determine the best qualified. Those candidates considered the best qualified will move on to the final step in the examination process.

An oral examination weighted as 100% of the candidate's final examination score. The oral interview will be administered virtually and 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 email 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 SELECTION PLAN

Deadline for Filing:

5:00:00 p.m., Monday, August 7, 2023

Review of Minimum Qualifications:

by week of August 21, 2023

Review of Questionnaire for Best Qualified:

by week of September 11, 2023

Virtual Civil Service Pre-Recorded Oral Exam

Week of September 25, 2023

Notification of Results:

Week of October 9, 2023

CSC Promulgation of Eligible List:

October 18, 2023

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 statutes. 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 statutes.

For more information regarding our Reasonable Accommodation procedures, please visit our website, www.acgov.org/hrs.

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)
Accidental Death and Dismemberment Insurance
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
Management Paid Leave**
Catastrophic Sick Leave
Group Auto/Home Insurance
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
1st 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

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CEO of Alameda County

Susan Muranishi

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By Alameda County

Just east of San Francisco Bay lies Alameda county. The county, which is governed by a five-member board of supervisors, includes the major cities of Hayward, Oakland, San Leandro, and Livermore. Fifty county departments handle services like behav...

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INDUSTRY

Municipal Agencies

TEAM SIZE

5001-10000

LOCATION

Hybrid, based in Oakland, CA

DATE POSTED

August 4, 2023