Administrative Secretary II

Shasta County Redding, CA
DESCRIPTION Benefits Supplemental Questions

* Please refer to the appropriate Bargaining

Unit Memorandum of Understanding for potential future salary increases*

Please visit http://www.co.shasta.ca.us/index/support_index/personnel/MOUs.aspx

THE CURRENT VACANCY IS IN THE REGIONAL SERVICES BRANCH

OF THE HEALTH AND HUMAN SERVICES AGENCY

ORAL EXAM IS TENTATIVELY SCHEDULED FOR MAY 2018

SEE "SPECIAL REQUIREMENT" SECTION REGARDING POSSESSION

OF A VALID DRIVER'S LICENSE

SKILLS OR EXPERIENCES LISTED UNDER THE IDEAL CANDIDATE

STATEMENT MAY ALSO BE USED TO SCREEN APPLICATIONS

FINAL FILING DATE: APRIL 27, 2018 AT 5:00 PM

ABOUT THE POSITION

Under general direction, to perform secretarial, clerical, and routine administrative duties in support of an Assistant or Deputy Director of a Department, manager and/or staff assistant whose programs and objectives have involvement on a direct and continuing basis with other departments and extensive public interest; to relieve the manager and/or staff assistant of routine procedural activities; performs complex and highly responsible office support work requiring independence, initiative, and discretion; interprets policy and administrative regulations; may supervise the work of clerical support staff; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

An Administrative Secretary II position requires a general knowledge of the policies and procedures of an organization under a manager's control and assists in organizing and coordinating the work of the office.

EXAMPLES OF ESSENTIAL DUTIES:

Schedules appointments, makes necessary arrangements for conferences and meetings, notifies persons involved and sees that the manager is fully briefed; receives and screens telephone and personal callers, referring those which can be handled by staff or other offices; maintains the manager's calendar and schedules appointments when necessary; researches, compiles, and organizes information for use by the manager in the completion of administrative reports, surveys and other uses; serves as liaison between person or staff served in other offices and outside groups; releases information based on a general knowledge of program activities and policies; screens and distributes incoming mail; reviews outgoing mail to insure materials are in order and in conformance with established procedures; composes correspondence in response to routine inquiries; takes minutes and distributes summaries; may take and transcribe dictation; makes travel arrangements; establishes and maintains recordkeeping and filing systems; prepares requisitions for supplies, equipment and work orders for repairs or maintenance services; submits expense vouchers for payment; types a variety of correspondence, reports and other materials; reviews outgoing correspondence prepared by other staff members for the supervisor's signature, checking for consistency with administrative policy as well as for format, grammatical construction, and clerical errors; may supervise and coordinate the work of clerical employees; performs related duties as assigned.

TYPICAL QUALIFICATIONS:

Any combination of education and experience sufficient to directly demonstrate possession and application of the following:

Knowledge of: Modern office practices and procedures; filing and recordkeeping methods; correct English usage, grammar, punctuation and spelling; principles of supervision and training; basic mathematics; report writing; variety of correspondence; support activities related to an organization's programs and operations; methods and techniques used in researching, proofing, evaluating, gathering, organizing and arranging data; common office computer software applications.

Ability to: Interpret and apply policies and procedures, rules, codes, regulations, procedures, policies, and precedents; organize work effectively to meet office deadlines; maintain a recordkeeping system; budget a manager's time; type at a speed of not less than fifty (50) words per minute from clear copy; take dictation at a speed of ninety (90) words per minute and transcribe it accurately may be required for some positions; compose correspondence independently; carry out projects with minimal instructions; use good judgment in recognizing scope of authority; meet the public in situations requiring tact, diplomacy, discretion, and poise; maintain confidentiality; establish and maintain effective working relationships; organize and revise the maintenance of department files; research, proof, evaluate, gather, organize, and arrange a diversity of information; keep complex records and prepare reports; type a variety of material to include graphs, charts, statistical reports, and standardized forms; establish and maintain cooperative working relationships with those contacted in course of work; supervise the work of others.

These standards are typically attained with one (1) year of experience comparable to that of an Administrative Secretary I with Shasta County; OR three (3) years of full-time experience performing significant and progressively responsible office clerical work that has included providing direct support to management-level staff.

IDEAL CANDIDATE

The ideal candidate will possess excellent verbal and written communications, time management and information management skills. The successful applicant will possess the necessary independent decision making skills required to prioritize meetings, tasks and communication for the Deputy Directors and the Director. The candidate will understand the nature of, and need to, maintain highly confidential information. The successful applicant will be able to work in an environment where work products impact the lives of clients, staff and their families, both emotionally and financially. The ideal candidate will be able to develop systems to coordinate with clerical staff, and communicate with the diverse and geographically dispersed staff at twelve locations. The successful candidate will be able to plan large and small events, must possess an outstanding sense of humor and be willing to adapt and be flexible in an atmosphere of constant change.

SPECIAL REQUIREMENTS

Some positions in this classification may require possession of a valid California driver's license. Employees who drive on County business to carry out job-related duties must possess a valid California driver's license for the class of vehicle driven and meet automobile insurability requirements of the County. Eligibility for employment for those who do not meet this requirement due to disability will be reviewed on a case-by-case basis by the appointing authority.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to ten (10) pounds.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

OTHER CONSIDERATIONS

* All new employees are required to have their paycheck directly deposited to a bank account.

* Some positions may require a valid California driver's license and acceptable driving record according to County policy.

* Reasonable accommodations may be made for those persons who are disabled under the Americans with Disabilities Act to perform the essential functions of the position.

* As part of the selection process, all individuals provided with a preliminary offer of employment with Shasta County will be subject to a background investigation, including a criminal history check (primarily completed through the taking of fingerprints). An image of your fingerprints will be captured and 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 evaluated along with the other information received in connection with your application. Except as otherwise required by law, a criminal conviction will not necessarily disqualify you from the position. The nature of the offense, the date of the offense, the surrounding circumstances, and the relevance of the offense to the position applied for may, however, be considered.

* Based on the results of the background investigation and criminal history check, applicants may then be provided with an offer of employment conditioned on the results of a medical examination, which includes drug/alcohol testing.

* Shasta County participates in E-Verify. For more information click here. If you do not have internet access, contact Personnel at (530) 225-5515 to request a flier.

* In accordance with Government Code Section 3100, County employees, in the event of a disaster are considered disaster workers and may be asked to respond accordingly.

* Positions in this classification are covered by a collective bargaining agreement between the County and the United Public Employees of California (UPEC) – General Unit.

* Employees in this classification are covered under the CalPERS retirement program. Depending on the provisions of the California Public Employees' Pension Reform Act (PEPRA) and other applicable laws, an employee in this classification will be covered under one of the following CalPERS retirement formulas: (1) 2% at 55, (2) 2% at 60, or (3) 2% at 62. An employee in this classification will also contribute 7% of his/her pay to this plan, or will contribute such other amount to the plan as authorized by PEPRA and other applicable laws. Please visit our employees benefit page at Employee Benefits for additional information regarding benefits and CalPERS coverage information. The provisions in this flyer and on the County's website are for information purposes only. To the extent the provisions of the flyer or the County's website are inconsistent with PEPRA and other applicable laws, PEPRA and other applicable laws shall govern.

APPLICATION AND SELECTION PROCEDURES:

Shasta County Personnel will accept applications until 5:00p.m., on May 4, 2018. A Resume and/or Cover Letter will be accepted in addition to the application form but will not serve as a substitute for a completed application. It is not acceptable to complete the application with statements such as, "Refer to Resume and/or Cover Letter," or "See Attached Resume and/or Cover Letter" the employment application must be completed in its entirety prior to submission. Incomplete applications will not be processed. Closing date postmarks or faxes will NOT be accepted. This recruitment will establish a list that may or may not be used by other departments. Prior applicants must reapply to be considered.

Applicants will be screened and those considered best qualified will be invited to appear for an oral and/or written examination. Meeting the announced requirements does not guarantee inclusion into the selection process. Depending upon the number of applications received, the selection process may consist of additional application screening, written and/or practical exam(s), oral interview, or any combination thereof.

Veterans' Credit: Veterans (as defined by California Government Code section 18973) who have been discharged from military service under conditions other than dishonorable and who receive a passing score on all components of the employment examinations (up to and including oral examinations) shall receive credit for an additional five points to be added to their final examination score. To be considered for this credit, a veteran MUST provide a copy of his or her discharge document (DD-214 or equivalent) and information as to the type of discharge (honorable, dishonorable, etc.) WITH THE EMPLOYMENT APPLICATION ON OR BEFORE THE FINAL FILING DATE.

Applicants are encouraged to apply on-line at apply online or submit an application to the Shasta County Personnel Office.

Arrangements may be made to accommodate applicants with disabilities. Requests for accommodations may be made to the Shasta County Personnel Office by the filing deadline posted on this bulletin. Shasta County does not discriminate on the basis of disability. If you feel you are being denied service based on a disability, our ADA Coordinator may be reached at (530) 225-5515; relay service (800) 735-2922; fax (530) 225-5345.

SHASTA COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

Shasta County Personnel

1450 Court Street, Suite 348; Redding, CA 96001; (530) 225-5515