Administrative Secretary
County of Solano - United States

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Under direction, provides responsible administrative support to the daily operations of a division manager, department head, or superior; handles a variety of sensitive and/or complex administrative matters using independent judgment in applying established practices and procedures; performs a wide variety of clerical, secretarial, and word processing duties; types, files, and distributes a variety of docu­ments; responds to requests for information from board members, supervisory staff or public; performs related duties as required.

This class is characterized by the performance of a variety of complex administrative support duties as a primary and continuing part of assigned responsibility to division manager or superior. Incumbents may be responsible for on-going or re-occurring projects, supervising the work of clerical support staff, and/or secretarial work which require the application of specialized knowledge (such as document preparation and processing procedures). Incumbents have broad latitude in decision making and frequently make decisions without review. Positions allocated to this class are distinguished from other clerical occupations by the former’s on-going support relationship with a managerial position for which the Administrative Secretary relieves of administrative detail.

The current vacancy exists in the Health and Social Services Department for a regular position.

The eligible list created as a result of this recruitment will be used to fill part-time and full-time regular, limited-term or extra-help positions as vacancies occur throughout the County.

EXAMPLES OF DUTIES

Depending on assignment, duties may include, but are not limited to the following:

Serves as primary administrative support to a division manager or superior; complies, composes, proofreads and edits routine and non-routine reports, correspondence, forms, formal minutes or meeting notes and/or other narrative or statistical documents; prepares documents; selects appropriate document formats; gathers information necessary for document composition, meetings, and/or presentations; receives direction regarding or determines document content, distribution and preparation priority; determines work priorities based on file notations, document content, office procedures and/or other guidelines; proofs and/or corrects copy for grammar, spelling, punctuation and conformance to established procedures and/or other guidelines; makes, collates and files copies of documents; prepares envelops and/or mailing labels; composes and prepares for signature routine letters/notices, resolutions, and agendas.

Screens calls; takes and relays inquiries and messages; evaluates informational needs of callers; directs people or transfers calls to appropriate parties or offices; calls people to request, update or verify information; provides procedural program information; explains policies, procedures, codes and/or regulations; arranges schedules of appointments, meetings and conferences.

Develops and/or maintains manual or automated files and record-keeping systems; maintains manuals by changing pages and/or making necessary notations; updates and/or purges files in accordance with procedures; uses and maintains cross reference, tickler and/or suspense files; conducts file searches to locate misplaced items or information; prepares new file folders; reviews information contained in files for completeness and accuracy.

Processes documents and correspondence determining proper routing based on subject or content; receives and prioritizes mail and other communications; ensures distribution/routing of documents, pamphlets and circulars to staff and others needing access to such information; determines methods of processing/delivery of communications or materials; coordinates and expedites dispatch of correspondence, materials or supplies; decides whom to notify of an official action and/or regulation/law change; selects appropriate procedures to carry out directives.

Copies, compiles, collates, transcribes, files, and posts data and/or information following a schema or plan for the purpose of recording, referencing, describing, or reporting information for work assignments or advising others; records, files, enters, and/or stores data and information such as that associated with financial statements, non-routine correspondence, product specifications, marketing surveys, technical operating manuals, materials utilization schedules, inventory utilization schedules, procedures, policies, methods, explanations, and guidelines.

Evaluates information; defines actual or probable consequences; considers alternatives relative to these consequences; uses discretion in selecting alternatives.

Performs data entry into specialized computer systems used to track and log various activities; uses a variety of software applications (e.g., word processors, databases, spreadsheets, presentations) to complete work.

May be assigned responsibilities in processing payroll/personnel actions, inventory control, purchasing of supplies, maintaining logs or status records, receiving revenue, monitoring segments of expenditure reports, assisting in budget development, procedural/systems review, or monitoring legislative activities; may perform supervisory activities over other clerical personnel and operations; may coordinate employee training by informing, registering, posting, distributing and monitoring attendance of staff.

KNOWLEDGE, SKILLS & ABILITIES

Knowledge/Skills/Abilities

Thorough knowledge of secretarial and office methods, procedures, and techniques including public contact, manual and automated filing systems, information storage and retrieval systems, business correspondence, report writing, minute and agenda preparation, and correct English usage; standard operating policies, procedures and administrative structure.

Working knowledge of the functions and clerical operations typical of the department to which assigned; conduct and role of a secretary to formal board; hearing process.

Ability to interpret and apply rules, regulations, policies and procedures applicable to assignment; take initiative and responsibility in performing the tasks associated with department program needs; take and transcribe minutes; prepare a synopsis of general discussions including all relevant items; exercise judgment in reflecting the intent of the board or commission; exercise tact and discretion in dealing with the public and handling of sensitive information; use correct English grammar, punctuation and spelling; proofread, develop, and compose correspondence and routine reports independently; communicate effectively both verbally and in writing; meet the public in situations requiring diplomacy; research technical information; process and maintain documents and materials; understand and carry out written and/or verbal directions; establish and maintain effective working relationships with others; determine the appropriate course of action in emergency or stressful situations; prepare narrative and statistical reports; secure cooperation and teamwork among professional and/or support staff; maintain accurate records and document actions taken; organize and prioritize work assignments; make routine arithmetical calculations; maintain confidentiality of information; recognize and respect limit of authority and responsibility; use word processing, spreadsheet, database and/or desktop publishing software.

EDUCATION AND EXPERIENCE

Experience :
Three (3) years of full-time work experience in an administrative capacity supporting a professional or management position, including three (3) months experience working with and supporting a management or professional position that demonstrates possession of and competency in the requisite knowledge and abilities.

OR

Three (3) years of full-time work experience as an Office Assistant III in Solano County.

Education/Training :
High school diploma or GED

DOCUMENT SUBMITTAL REQUIREMENTS

Candidates must submit ALL of the following documents by the final filing date to Human Resources Department and must be submitted with a Document Cover Sheet.

Please contact your local one-stop, or temporary placement agency where you can obtain certificates.

A keyboarding certificate verifying a minimum corrected NET speed of 50 words per minute (please note: must be a timed 3 - 5 minute test & include the gross number of words typed per minute & the number of errors) AND

An Intermediate Word Processing Certificate verifying skills at 70% or above AND

An Intermediate Excel Spreadsheet Certificate verifying skills at 70% or above

The certificates may not be more than (12) months old at the time of application; they must be from an accredited school or other agency and include tested and examiner's signature . Failure to submit these certificates by the final filing date will disqualify you from further consideration in the recruitment process.

SUPPLEMENTAL INFORMATION

Positions allocated to this class may require specific operational knowledge.

Recruiting requirements may be set to test shorthand and/or transcription speed; however, these skills are not the primary areas to be measured in the selection process.

Applicants are required to demonstrate intermediate word processing skills through the passing of a County approved test.

Independent travel may be required.

Some positions in this class may include duties which provide access to communications affecting formal employer/employee relations; therefore in accordance with provisions of California Government Code Section 3500 at seq., the incumbents in such designated positions will be considered a confidential employee.

SELECTION PLAN

02/13/2013 Deadline to submit required documents
02/14/2013 Tentative date for Qualifications Review
02/21/2013 Tentative date for Written Exam
02/28/2013 Tentative date for Oral Board
03/01/2013 Tentative date to Establish List

BENEFITS

SALARY POLICIES - The starting salary is ordinarily the first rate shown on the front of the announcement. Salary advancement is authorized after satisfactory completion of additional periods outlined in the employee’s memoranda of understanding or the County’s Personnel and Salary Resolution. Longevity, shift differential, bilingual, call-back and stand-by pay maybe available for some job classes.

HOLIDAYS – Regular and limited-term employees receive 12 paid holidays per year.

ANNUAL/SICK LEAVE - Regular and limited-term employees accrue vacation leave at the rate of 10 days per year. After a certain period of continuous service, employees accrue vacation time at a higher rate as outlined in the employee’s memoranda of understanding or resolution. Regular and limited-term full time employees accumulate 12 sick leave days per year.

RETIREMENT

Non-Safety – Employees who have never been a member of any public retirement system prior to January 1, 2013, or who have moved between retirement systems and were not subject to reciprocity, or who have moved between public employers within a public retirement system after a break in service that is greater than six months are eligible for a miscellaneous retirement plan of the 2% at age 62 benefit formula. Employees entering membership in Solano County’s miscellaneous retirement plan on or after May 4, 2012 but before January 1, 2013, or who have moved between public employers within a public retirement system with a break in service that is less than six months are eligible for a 2% at age 60 benefit formula. Employees entering membership in Solano County’s miscellaneous retirement plan prior to May 4, 2012 are eligible for a 2.7% at age 55 benefit formula.

HEALTH BENEFITS - Employees and their dependents are eligible for vision and dental insurance with 100% of the cost paid by the County of Solano. The County also participates in a cafeteria medical plan administered by PERS HealthCare (eligibility is dependent upon job class).

OTHER BENEFITS – Employees may also elect to participate in deferred compensation, credit union, life insurance, and flexible spending plan. All County employees are eligible to purchase auto and/or home owners, renter insurance from Liberty Mutual Insurance. An Employee Assistance Program is also provided.

EXTRA-HELP - Extra-help employees do not receive or accrue benefits of regular employees during their period of employment.

SELECTION PROCESS

The written exam for this recruitment is tentatively scheduled for February 21, 2013 . Qualified candidates will either be pre-scheduled by the Department of Human Resources or be invited to self-schedule.

Based on the information provided in the application documents, the qualified applicants will be invited for further examination. All applicants meeting the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. Depending upon the number of applications received, the selection process may consist of an initial application screening, a mandatory information meeting, a written and/or practical exam, an oral interview, or any combination listed. Information contained herein does not constitute either an expressed or implied contract.

All potential new hires and employees considered for promotion to management, confidential positions or unrepresented will be subject to a background and reference check after contingent job offer is accepted. These provisions are subject to change.

HOW TO APPLY

All additional application materials as requested in the job announcement (e.g. copies of diploma and/or transcripts, certificates, DD-214) must be submitted with the Document Cover Sheet, available on the employment website or at the Department of Human Resources’ office, and are due by the final filing date. Previously submitted application materials (i.e. copies of diploma and/or transcripts, etc.) for prior recruitments will not be applied for this recruitment but must be re-submitted for this recruitment.

Please visit the County of Solano website, www.jobsatsolanocounty.com , to apply. Any further questions can be directed to the Department of Human Resources at (707) 784-6170 or at 675 Texas Street, Suite 1800 Fairfield 94533. The office is open Monday-Friday, 8:00 a.m.-5:00 p.m. Paper applications may be completed in person during office hours. EOE/AA

VETERANS PREFERENCE POINTS

To be eligible, applicant must have served at least 181 consecutive days of active duty in the Armed Forces of the United States and have received either an honorable discharge or a general discharge under honorable conditions. A COPY OF THE DD 214, SHOWING DISCHARGE TYPE, MUST BE RECEIVED IN THE HUMAN RESOURCES DEPARTMENT BY THE FINAL FILING DATE. Applicants who have a service connected disability must submit a recent award letter from the VA stating they are receiving disability benefits for service connected reasons. Disability must be rated at least 10% to be eligible for disabled veteran's points.

Veteran applicants for initial County employment with an honorable or general under conditions discharge shall receive five (5) points added to their combined grade. Disabled veterans shall have 10 points added to their combined grade. Veteran scores will only be added to passing scores.

AMERICANS WITH DISABILITIES ACT

It is the policy of Solano County that all employment decisions and personnel policies will be applied equally to all County employees and applicants and be based upon the needs of County service, job related merit, and ability to perform the job.

APPLICANTS WITH DISABILITIES: Qualified individuals with a disability, who are able to perform the essential functions of the job, with or without reasonable accommodation, and need special testing arrangements, must contact the Solano County Department of Human Resources at (707)784-6170, to obtain a Request for Testing Accommodation by Applicants with Disabilities Form. This form must be received in the Human Resources Department by the final filing date of the recruitment. Applicants will be contacted to discuss the specifics of the request.

CONDITIONS OF EMPLOYMENT

DIRECT DEPOSIT : All persons hired will be required to participate in the direct deposit program.

DRUG FREE WORKPLACE ACT – Depending on the applicant’s job class, prospective employees may be required to undergo a Urine Drug Test in accordance with the Solano County Alcohol and Drug Free Workplace Policy once a conditional offer of employment has been made. Solano County employees are subject to the provisions of the Drug Free Workplace Act of 1988 and the California Drug-Free Workplace Act of 1990.

RETIREES - Solano County invites all to apply for positions; however pursuant to Government Code Section 21221(h) and 21224, hiring restrictions may apply to California Public Sector Pension Plan Retirees.

BACKGROUND PROCESS –The background process may include but not limited to conducting a reference check, completing a personal history statement, conducting a background interview, and live scan fingerprinting. The County of Solano also utilizes e-Verify to verify employment eligibility. Note: A felony conviction will not necessarily disqualify an applicant from employment. The County will consider the nature, date and relationship between the offense and the position for which you are applying.

MEDICAL EXAMINATION - Prior to appointment, candidates may be required to pass a medical examination. Candidates are encouraged not to quit or give notice to present employers until the medical examination has been completed and passed.

APPOINTMENT - At the time of appointment, all candidates will be required to execute an oath of allegiance to the United States and the State of California and may be fingerprinted. Candidates will also be required to offer proof that they are a lawfully admitted alien or U.S. citizen.

PROBATIONARY PERIOD - All new positions are required to successfully complete a minimum probationary period of 6 to 12 months, depending upon the job class. A probationary period does not apply to "at will" positions.

DISASTER WORKERS - 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.

EXTRA-HELP – An employee appointed to an extra-help position must meet all the requirements of the corresponding regular position. Extra-help employees cannot work more than 999 hours in the fiscal year. Extra-help employees are excluded from civil service and do not have rights to regular or continued employment.

The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice.

"SOLANO COUNTY IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER"

County of Solano - 20 months ago - save job - block
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