Administrative Assistant

Introduction

Living in Placer County from Placer County Video Portal

Placer County is comprised of over 1,400 square miles of beautiful and diverse geography, ranging from the residential and commercial areas of South Placer, through the historic foothill areas of Auburn, Foresthill, and Colfax, and to the County's jewel of the North Lake Tahoe basin. Placer is a great place to live, work, play, and learn! For more information about Placer County, please visit

POSITION INFORMATION

Placer County is currently accepting applications for Administrative Assistant.

The eligible list established from this recruitment may be used to fill permanent or extra help* and open or promotional vacancies in various County departments as they arise.

*Temporary/Extra Help assignments are limited to working 28 hours per week with a cap of 999 hours or 960 hours for CalPERS retired annuitants in a fiscal year and are not eligible for benefits.

BENEFITS

Placer County offers a comprehensive benefits package to employees. The following information represents benefits currently available to permanent Placer County employees and may be subject to change. Applicants should inquire as to the most current benefit package during hiring interviews or by contacting the Human Resources Department.


Click here to view Placer Public Employees Organization (PPEO) benefits.


For more information regarding the benefits Placer County has to offer, please visit Placer County's Human Resources website.

DEFINITION

To perform a variety of highly responsible and complex clerical, secretarial, and routine administrative duties for a department or division.

DISTINGUISHING CHARACTERISTICS

Positions at this level are distinguished from other clerical classes by the level of responsibility assumed and the complexity of duties assigned. Employees provide administrative and responsible secretarial support to a department in areas such as budget, personnel, or a departmental program or function, and typically report to a division head. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from assigned management staff.


May exercise direct supervision over assigned clerical staff.

EXAMPLES OF ESSENTIAL DUTIES


Duties may include, but are not limited to, the following:

• Perform a wide variety of complex, responsible, confidential secretarial and administrative duties for management staff.
• Perform administrative projects for management staff; research and compile background data; maintain records and files regarding department administrative activities.
• Screen calls, visitors, and mail; respond to moderately complex requests for information.
• Interpret and explain County and department policies, rules, and regulations in response to inquiries; refer inquiries as appropriate; assist in developing department policies and procedures to meet department objectives.
• Independently respond to letters and general correspondence not requiring the attention of management staff.
• Coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.
• Perform accounting functions related to accounts payable or receivables.
• Maintain timecard and payroll records including employee evaluations and disciplinary actions; maintain personnel files and records for management staff.
• Order and purchase supplies for the department.
• Perform clerical duties related to department activities such as typing, filing, and distributing mail.
• Participate and assist in the administration of a department budget; compile annual budget requests and recommend expenditure requests for designated accounts.
• Research, compile, and analyze data for special projects and various reports.
• Initiate and maintain a variety of files and records.
• Assist in the support of a board or commission including posting legal notices, preparing the agenda, assembling background materials, and typing minutes of meetings as assigned.
• Plan, assign, and supervise the work of assigned clerical staff; conduct performance evaluations of assigned staff; train staff in office methods and procedures.
• Recommend organization or procedural changes affecting clerical activities.
• Build and maintain positive working relationships with co-workers, other County employees, and the public using principles of good customer service.
• Perform related duties as assigned.

WORKING CONDITIONS

Work is typically performed in an indoor office environment with controlled temperature conditions. Position may require travel to and from locations in a variety of outdoor weather conditions.


MINIMUM QUALIFICATIONS

Experience and Training
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:


Experience: Four (4) years of increasingly responsible secretarial and clerical experience involving frequent public contact.


Training: Equivalent to the completion of the twelfth grade.


Required License or Certificate:
May need to possess a valid driver's license as required by the position. Proof of adequate vehicle insurance and medical clearance may also be required.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• English usage, spelling, grammar, and punctuation.
• Modern office methods, procedures, and computer equipment.
• Principles and practices of bookkeeping.
• Business letter writing and report writing.
• Pertinent County government organization, functions, policies, rules, and regulations.
• Principles and practices of supervision and performance management.
• Principles and practices of office management.

Ability to:

• On a continuous basis know and understand all aspects of the job; intermittently review documents related to department operations; understand, identify, interpret, and explain office practices and procedures; recall and utilize a variety of information; work under time pressure and complete a high volume of tasks with frequent interruptions; focus on a single task for long periods of time.
• On a continuous basis, sit at a desk or in meetings for long periods of time; intermittently walk, stand, bend, stoop, kneel, crouch, squat, push, pull, twist, and reach; perform simple and power grasping and fine manipulation; speak, use a telephone, and write or use keyboard to communicate; see and hear with sufficient acuity to perform essential job functions; lift light weight.
• Understand the organization and operation of the County and of outside agencies as necessary to assume assigned responsibilities.
• Compose general correspondence, press releases, letters, and reports.
• Interpret and apply administrative and departmental policies, laws, and rules.
• Use a computer and standard office equipment.
• Analyze situations quickly and objectively and determine proper course of action.
• Recognize issues of a confidential nature and handle appropriately.
• Plan, organize, and schedule priorities in the office.
• Compile and maintain complex and extensive records and prepare routine reports.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Communicate clearly and concisely, both orally and in writing.
• Supervise, train, and evaluate assigned clerical staff.
• Type accurately at a speed necessary for successful job performance.
• Take notes and write summaries of meetings.

SELECTION PROCEDURE

Training & Experience Rating (100%)


Based upon responses to the supplemental questionnaire, the applicant's education, training, and experience will be evaluated using a pre-determined formula. Scores from this evaluation will determine applicant ranking and placement on the eligible list.

CONDITION OF EMPLOYMENT

Pre-Hire Requirements
Candidates must complete the following requirements before their start date if an offer is extended:

• DOJ Criminal Background Clearance: Successfully complete a fingerprint-based background check through the California Department of Justice.
• Medical Evaluation: Pass a pre-employment physical, which may include drug screening and/or a psychological evaluation.
• Oath of Office: Subscribe to the constitutional oath or affirmation as required for all public employees by the California Constitution.
• Employment Eligibility Verification: Provide original documents that establish both identity and the legal right to work in the United States, as required by the U.S. Citizenship and Immigration Services (USCIS).

Position-Specific Requirements
In addition to the above, some positions may require one or more of the following:

• Age Verification: Provide documentation verifying that you meet the minimum legal age requirements for this position.
• Background Check: Some positions require a background investigation. This may include a credit check, voice stress analysis, polygraph, and/or proof of bonding.
• Law Enforcement: Applicants for law enforcement functions must complete a conviction history questionnaire prior to or during the interview process.
• Medi-Cal Access/Licensing: Applicants with access to Medi-Cal billing software or who are licensed providers must clear the Federal Exclusion List, credentialing, and social security verification.

Failure to clear all requirements may result in an employment offer being withdrawn.


SUBSTITUTE LISTS

The eligible list resulting from this recruitment may be certified as a substitute list for a substantially similar classification. For this purpose, a substantially similar classification is one at a lower level in the same classification (example: entry level vs. journey level) and/or a similar classification (similar work performed, similar training and experience qualifications required). If you are contacted for an interview by a County department, you will be informed of the classification and other relevant information. If you choose not to interview for a substantially similar classification, you will remain on the eligible list for which you originally applied.

EMPLOYEES OF OTHER PUBLIC AGENCIES

Placer County offers an expedited process for qualifying certain applicants for interviews. Candidates currently employed, or employed within the last year, by a public agency operating under a personnel civil service or merit system may be eligible to be placed on a Public Agency Eligible List and certified as eligible for appointment to a similar job assignment without going through the examination process. For more information on the Public Agency Eligible List, to download forms, or to apply, please click here.

EQUAL OPPORTUNITY EMPLOYER

Placer County is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of Placer County that unlawful harassment, discrimination, and retaliation are prohibited and that all employees, applicants, agents, contractors, and interns/volunteers shall receive equal consideration and treatment. All terms and conditions of employment, including but not limited to recruitment, hiring, transfer, and promotion will be based on the qualifications of the individual for the positions being filled regardless of the following characteristics: gender (including gender identity and expression), sexual orientation, race (including traits associated with race, which include, but are not limited to, hair texture and protective hairstyles such as braids, locks, and twists), color, ancestry, religion (including creed and belief), national origin, citizenship, primary language, immigration status, physical disability (Including HIV and AIDS), mental disability, medical condition (including cancer or genetic characteristics/information), age (40 or over), marital status, military and/or veteran status, sex (including parental status, pregnancy, childbirth, breastfeeding, and related medical conditions), reproductive health decision making, the person's use of cannabis off the job and away from the workplace, political orientation, or any other classification protected by federal, state, or local law or any combination of two or more characteristics stated herein. Please contact the Human Resources Department at least 5 working days before a scheduled examination if you require accommodation in the examination process. Medical disability verification may be required prior to accommodation.

Conclusion

For questions regarding this recruitment, please contact Janine Martindale, Administrative Technician, at View email address on click.appcast.io or View phone number on click.appcast.io.