County of Alameda

Executive Assistant to the General Manager, Zone 7 (#4920)

Bargaining Unit: ACMEA - Zone 7 Confid. Mgmt (R61)
$47.22-$57.36 Hourly / $3,777.60-$4,588.80 BiWeekly /
$8,184.80-$9,942.40 Monthly / $98,217.60-$119,308.80 Yearly


DESCRIPTION

Under general direction, of the General Manager, plans, organizes, and provides direction and oversight for a comprehensive records management program and executive services of the Agency including administrative support to the Board of Directors; coordinates Executive Services activities with other divisions and departments; provides assistance to the General Manager; ensures that functions meet all applicable laws, regulations, and Agency policies; fosters cooperative working relationships with intergovernmental and regulatory agencies; supervises other administrative staff and performs other duties as assigned.

DISTINGUISHING FEATURES

This is a single-position classification providing high-level support to the Zone 7 Board and senior management requiring frequent use of discretion, initiative and independent judgment.  Responsibilities include contact with officials from the County and other governmental agencies, private organizations, and the public to exchange information and to explain administrative policies and procedures.  Incumbent is also responsible for coordinating projects and programs related to office administration and management.


EXAMPLES OF DUTIES

NOTE:   The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level.  Each individual in the classification does not necessarily perform all duties listed.

1.  Prepares Zone 7 Board of Director meeting notices and agendas in compliance with legal requirements; coordinates and supervises compilation and distribution of materials for agenda packets; may prepare agenda summaries and resolutions for routine items.

2.  Attends Board of Director's meetings and acts as recording secretary; takes and transcribes detailed minutes for Board approval; prepares and follows up on contracts, resolutions and other Board action documents as directed; maintains official Board records.

3.  Provides information for agency staff, directors, public, press and representatives of other governmental agencies regarding policies and procedures, board meetings, board actions and general information about Zone 7.
 
4.  Acts as filing officer for Zone 7 board election, including liaison with Registrar of Voters; distribute nomination papers; explains process to prospective candidates; coordinate biennial revision of conflict of interest code and facilitate annual filings by board and staff.
5.  Oversees staff in the development, administration, operation, and management of the Agency’s Record Management program; ensures program integrity; develops, recommends, and implements program policies, procedures, improvements, and modifications.

6.  Ensures Agency agreements and other legal documents are properly executed and recorded, associated records and documents are obtained, and public notices and ordinances are published as required by law.

7.  Prepares and maintains indexes of Agency ordinances, resolutions, agreements, minute orders, minutes of the Board of Directors and Committee meetings, and other documents, including official papers, reference systems, records retention schedules, and destruction procedures; ensures accurate and current filing and maintenance.

8.  Responds to inquiries regarding public records, the Public Records Act, and the Brown Act; reviews and monitors legal requests for records.

9.  Assists in developing goals, objectives, policies, procedures, work standards, and administrative control systems.

10. Assists the General Manager and other management staff by maintaining calendar, advising of pending matters, following up on activities initiated,
making travel arrangements, and scheduling and arranging meetings.

11. Composes variety of written materials including correspondence for the General Manager, board agenda summaries, and resolutions as required.

12. Performs research and analysis on issues and special projects; interprets information and data in order to make recommendations to the General Manager on a variety of matters; may attend meetings for the General Manager and participate in special assignments as directed.

13. Serves as a liaison with employees, public, and private organizations, community groups, and other organizations on behalf of the General Manager; provides information and assistance to the public regarding the assigned programs and services; receives and responds to complaints and questions relating to assigned area of responsibility; reviews problems and recommends corrective actions.

14. Participates on a variety of interdisciplinary committees and commissions and represents the Agency to a variety of community and stakeholder groups.

15. Provides staff assistance to the General Manager, including conducting specific and comprehensive analyses of policies involving organization, procedures, administration, and services; prepares and presents staff reports and other necessary correspondence.
16. Directs, oversees, and develops the work plan related the assigned functions; assigns work activities, projects, and programs, monitors work flow; reviews and evaluates work products, methods, procedures; prepares various staff reports on operations and activities.

17. Supervises, trains, assigns, reviews and evaluates assigned administrative staff; interviews, evaluates, and assists in the selection of qualified candidates; and conducts performance evaluations and recommends disciplinary action if necessary.

18. Assists in budget administration; tracks expenses for senior management and board members, including travel, and agency memberships; analyzes needs of the section for the coming year to determine budget allocations; attends budget meetings; monitors expenditures and approves invoices.

19. Performs related tasks as assigned.

MINIMUM QUALIFICATIONS

EITHER I

 

Experience:

The equivalent of two years full-time experience in the class of Administrative Assistant, Zone 7 or Administrative Specialist II in the Alameda County classified service.

 

OR II

 

Education:

The equivalent to a Bachelor’s degree from an accredited four-year college or university (180 quarter units or 120 semester units) with major coursework in business administration, public administration or a closely related field.

 

 

AND

 

Experience:

The equivalent of four years’ full-time increasing administrative support experience comparable to the County's Administrative Specialist II classification including lead experience.

 

 

License:

Possession of a valid California Driver License required. 

 

Certificate:

Possession of a valid Notary Public certification within 12 months of hire.

 

NOTE:   The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.


KNOWLEDGE AND SKILLS

NOTE:   The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.


Knowledge of:
  • Principles, practices, and procedures related to public agency record keeping and the clerk function, including the interpretation of laws, regulations, policies, and procedures.
  • Procedures, precedents, and requirements related to the conduct and records maintenance for Board of Directors’ meetings.
  • Functions, authority, responsibilities, and limitations of an elected Board of Directors.
  • Automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure.
  • Applicable Federal and State laws such as the Brown Act, Records Act, Open Meeting law, and Rosenberg’s Rules of Order and/or Robert’s Rules of Order.
  • Basic practices and procedures, including business correspondence and record-keeping systems.
  • Modern office methods, procedures, and equipment operation, including computers and standard applications software.
  • English usage, grammar, spelling, vocabulary, and punctuation.
  • Techniques for effectively representing the Agency in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
  • Techniques for providing a high level of customer service to public and Agency staff, in person and over the telephone. 
     

Ability to:
  • Plan, organize, administer, coordinate, review, and evaluate a records management program.
  • Take accurate minutes at a speed sufficient for successful job performance.
  • Effectively represent the division and the Agency District in meetings with governmental agencies, professional, and regulatory, and legislative organizations.
  • Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
  • Operate computer equipment and software, as well as standard office equipment.
  • Compose correspondence, reports, and other materials from brief oral and written instructions; write reports, letters, memos, and meeting agendas with accuracy and clarity.
  • Organize, prioritize, and complete workload under deadlines, multiple demands, changing priorities, and frequent interruptions with minimal instructions or supervision,
  • Establish and maintain effective working relationships with those contacted in the course of the work.
  • Think critically, using judgement, knowledge and proper interpretation of policies and procedures, including dealing with sensitive and confidential information.
  • Interpret and apply laws, rules, and written directions to specific situations.
  • Exercise effective personal/communication skills. Communicate with a wide range of persons, such as elected officials and the public in person, over the telephone, and in writing.


CLASS SPEC HISTORY

RS:dj 5/18/94
Old doc: 1253h
New doc: 4920.doc
ys/3/01
CSC Date: 5/18/94
RC:pf Revise/Retitle 1/13/04
[old title: Executive Secretary, Zone 7]
CSC Date: 2/18/04
MH:cs Revised/Retitled 4/1/10
Old Title: Senior Management Assistant, Zone 7
CSC Date: 4/21/10
RE:ah Revised/Retitled 7/10/18
Old Title: Executive Assistant, Zone 7
CSC Date: 9/12/18
RE:ac Revised 2/15/19
CSC Date: 3/13/19


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

  • 11 paid holidays
  • Floating Holidays
  • Vacation and sick leave accrual
  • Vacation purchase program
  • Management Paid Leave**
  • Catastrophic Sick Leave
  • Employee Mortgage Loan Program
  • 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 benefits offered and can be subject to change.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.