Administrative Clerk - Senior

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, westward 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 www.placer.ca.gov.

There are current permanent/full-time vacancies for Administrative Clerk - Senior in the office of the Farm and Home Advisor and the Department of Public Works and Facilities, however, the eligible list generated from this recruitment may be used to fill future vacancies in other Placer County departments.

*The eligible list created by this recruitment may be used to fill future County Wide vacancies for both temporary/extra-help and permanent positions. Temporary/Extra Help assignments are limited to 999 hours (or 960 hours for CalPERS retired annuitants) in a fiscal year and are not eligible for benefits.

The Administrative Clerk - Senior position for the Farm and Home Advisor will provide administrative support and bookkeeping for University of California Cooperative Extension (UCCE) staff who manage Farm Advisor Department programs. This will include support for program advisors, managers, volunteers, and members, their workshops, events and trainings. The position will also provide back-up support for the Executive Secretary who serves as the UCCE Office Manager.

            For more information on the Placer County Farm and Home Advisor please click HERE.

The Administrative Clerk – Senior position for Public Works and Facilities will provide administrative support to the Administrative division. This will include support for the department Human Resources team and department employees.

            For more information on the Placer County Department of Public Work and Facilities please click HERE.

To perform a variety of the more specialized and responsible administrative, clerical, and document processing functions for an assigned program or project. 

This is the advanced journey level class in the Administrative Clerk series.  Positions at this level are distinguished from other classes within the series by the level of responsibility assigned, the complexity of duties assigned, independence of action taken, and by the nature of the public contact made.  Employees perform the most difficult and responsible types of duties assigned to classes within this series including performing administrative clerical duties which require specialized knowledge related to area of assignment or providing technical and functional supervision over assigned clerical staff.  Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.

Receives general supervision from management professional or supervisory personnel, and may receive technical and functional supervision from higher level clerical staff.

May exercise technical and functional supervision over clerical personnel.

• Relieve supervisor or other department staff of administrative support service functions; utilize independent judgment and initiative.
• Act as interdepartmental liaison relating to administrative or project support functions for the office and for compliance with County regulations and practices relating to those functions.
• Perform complex administrative clerical duties related to a programmatic area of assignment.
• Conduct field site visits as necessary.
• Perform full time data entry of complex department documents including preparation, formatting and proofreading.
• Interpret, apply and explain policies and procedures related to area of assignment; respond to individuals requesting services related to area of assignment.
• Prepare correspondence and supporting documentation relating to area of assignment; maintain accurate records and files of program activities.
• Respond to public inquires, both on the telephone and in person, and refer to appropriate staff member for more complex information as appropriate; exhibit familiarity with functions of the County.
• Act as information source to inquiries not requiring the supervisor's attention and otherwise assist in representing the department by telephone and in person; compose correspondence as required.
• Collect information from a variety of documents pertinent to assigned department or functional area of responsibility; compile data for reports; prepare routine reports as required.
• Maintain and monitor records and files; follow up on due dates; perform other monitoring functions to ensure timely completion of work.
• Assist in preparation of a program budget and track expenditures during the year.
• May perform secretarial duties as necessary; type, proofread and edit correspondence, reports, proposals and contracts.
• 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.

It is the responsibility of applicants to identify in their application materials how they meet the minimum qualifications listed below.

Experience: Three years of increasingly responsible clerical experience.

Training: Equivalent to the completion of the twelfth grade.

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 of:

• English usage, spelling, grammar, and punctuation.
• Filing and record keeping systems
• Basic mathematical calculations.
• Personal computer and office equipment necessary for successful job performance.
• Business letter and report writing.

Ability to:

• On a continuous basis, sit at a desk and/or stand at counter for long periods of time.  Intermittently twist and reach office equipment; write and use keyboard to communicate through written means; run errands; lift light weight.
• Mentally analyze assignments received, differentiate between two or three sets of information, identify and interpret general department information, know, observe, problem solve, remember, understand, explain, and count.
• Understand the organization and operations of the County and of outside agencies as necessary to assume assigned responsibilities.
• Organize duties and determine priorities in order to meet assigned deadlines.
• Interpret, explain and apply operating policies, rules and procedures of assigned function.
• Establish and maintain basic financial records; perform mathematical calculations.
• Assign and review the work of others.
• Compile and maintain extensive records and files.
• Type at a speed of 45 words per minute.
• Operate a variety of office machines and computer equipment.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Work with various cultural and ethnic groups in a tactful and effective manner.
• Communicate clearly and concisely, both orally and in writing.

Written Examination (100%) 

The written examination may include multiple choice, true/false, fill-in, matching, and/or essay type questions directly related to the required knowledge and abilities for this classification.

The written examination is tentatively scheduled for the week of May 21, 2018. Those who are determined to meet the minimum qualifications for this recruitment will be sent notification of the their exact scheduled examination date/time, approximately 2 weeks before the examination.

Training & Experience Informational Questionnaire

At the time of application, applicants will be required to respond to a non-scored informational supplemental questionnaire that will assist the hiring departments in determining which applicants best fit vacancy criteria.

Prior to the date of hire, applicants must undergo a fingerprint test by the Department of Justice, pass a medical examination, which may include a drug screening and possibly a psychological evaluation, sign a constitutional oath and submit proof of U.S. citizenship or legal right to remain and work in the U.S.  For some positions, applicants may also be required to submit proof of age, undergo a background investigation and/or be bonded.

All new permanent employees, with the exception of sworn law enforcement and those in management and confidential groups, shall be required to join the employee organization or pay an 'Agency Fee' as a condition of employment.

The eligible list(s) 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) 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.

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.

Thank you for your interest in employment with Placer County. Placer County is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of Placer County that 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 gender (including gender identity and expression), sexual orientation, race, color, ancestry, religion, national origin, physical disability (Including HIV and AIDS), mental disability, medical condition (cancer or genetic characteristics/information), age (40 or over), marital status, military and/or veteran status, sex (including pregnancy, childbirth and related medical conditions), or any other classification protected by federal, state, or local law. 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.

The following information represents benefits currently available to permanent Placer County employees and may be subject to change.  It is advisable that applicants inquire as to the most current benefit package during hiring interviews or by contacting the Human Resources Department.

Click here to view benefits for General bargaining unit

Certain departments, including but not limited to some employees in the Human Resources and the County Executive Office, are represented by the Confidential bargaining unit. The following information represents benefits currently available to permanent Confidential Placer County employees and may be subject to change. It is advisable that applicants inquire as to the most current benefit package during hiring interviews or by contacting the Human Resources Department.

Recruitment Timeline (Dates are Tentative and Subject to Change)

• 05/07/2018 - 05/08/2018 - Minimum Qualifications Screening
• 05/09/2018 - Not-Qualified Notices Sent 
• 05/09/2018 - Written Examination Invitations Sent
• Week of May 21, 2018 - Written Examination
• Week of May 28, 2018 -  Establish Eligible List

The written examination is tentatively scheduled for the week of May 21, 2018. Those who are determined to meet the minimum qualifications for this recruitment will be sent notification of the their exact scheduled examination date/time, approximately 2 weeks before the examination.