Monday, May 27, 2019

Administrative Specialist I (Public Authority)

Recruitment #19-0218-01

Introduction

THIS IS A NEW ASSEMBLED EXAMINATION.  The eligible list resulting from this examination will cancel any existing list and may last approximately one year, but can be extended.

Applications and Supplemental Questionnaire: A properly completed Supplemental Questionnaire must be submitted with each application. Applications and Supplemental Questionnaires must be in the possession of the Human Resource Services Department by 5:00 p.m. on the Last Day for Filing.

 Applications will only be accepted on-line.

DESCRIPTION

THE AGENCY


The Alameda County Social Services Agency (SSA) is comprised of 2,200 men and women working collectively and in partnership with community-based organizations to serve the needs of the community. Services are provided through four departments: Administration and Finance, Adult and Aging Services, Children and Family Services, and Workforce and Benefits Administration. To learn more about the Alameda County Social Services Agency, please visit the website at https://www.alamedasocialservices.org/.

PUBLIC AUTHORITY FOR IN HOME SUPPORT SERVICES:
The Public Authority for In-Home Supportive Services (IHSS) in Alameda County is a public agency whose mission is to improve the planning and delivery of IHSS in Alameda County. IHSS is a publicly-funded program which helps low-income people with disabilities, including the elderly, to remain in their own homes by paying for domestic and personal services. The Public Authority for IHSS provides the following services in Alameda County:

  • A registry that provides lists of screened workers to IHSS recipients/consumers and seniors seeking to hire home care workers/personal assistants;
  • Enrollment of eligible IHSS homecare workers in medical, dental and vision plans;
  • Training for providers and consumers;
  • Consumer advocacy opportunities through our Advisory Board. 

THE POSITION 
Under direction, to provide professional level administrative, operational and organizational services to County departments and agencies; to plan and conduct a variety of studies and inquiries; to facilitate the implementation of a wide variety of programs and projects; and to do related work as required.

DISTINGUISHING FEATURES   
Administrative Specialist I/II is a flexibly-staffed class series with the work normally performed at the II level, but with initial selection possible at the I (or entry) level. Incumbents hired at the I level will be expected to gain experience and demonstrate proficiency which qualifies them to promote to the II level after the equivalent of one-year full time service. Appointment at the I level will not be extended beyond one year.   

Responsibilities of this broad administrative series normally encompass a variety of activities, such as planning and conducting organizational and policy studies, performing activities related to personnel, purchasing, contracting and budgeting and overseeing functions and staff in administrative services areas. Administrative Specialists may also supervise the work of a small support staff on a project or day-to-day-basis. Although the work is diverse, all positions are typically characterized by all of the following elements:  

  • The necessity for independent decision making;  
  • Project, activity and/or functional planning, oversight and evaluation; 
  • The ability to significantly influence departmental policies, functions or service delivery activities; and  
  • The limited availability or nature of supervision.  

This series is distinguished from the Financial Services Specialist class series in that the primary responsibilities of the latter classes are in the areas of budget development and administration, financial analysis and projections and/or contract and grants administration, with general administrative services responsibilities being of secondary importance. It is further distinguished from Supervising Administrative Specialist which provides second- level supervision for administrative support and operations staff and functions.  

SPECIAL REQUIREMENT: Qualified applicants must possess a minimum of one-year full time experience working for a Public Authority. 

THE IDEAL CANDIDATE
  • Knowledge of budgetary and financial record keeping techniques. 
  • Practices and techniques of administrative analysis and report preparation. 
  • Office administrative practices and procedures, including records management and the operation of standard office equipment. 
  • Planning and conducting administrative, organizational and operational studies.
  • Researching, compiling and summarizing varied information.
  • Interpreting, explaining and applying complex policies, regulations and procedures. 
  • Planning, assigning and reviewing the work of a small staff on a project or day-to-day basis. 
  • Preparing clear and accurate reports, correspondence, procedures and other written materials. 
  • Representing the department and the County in meetings with others. 
  • Organizing and prioritizing work and meet critical deadlines. 
  • Maintaining accurate records and files. 
  • Exercises sound independent judgment within established policies and guidelines. 
  • Establishes and maintains effective working relationships with those contacted in the course of work. 
  • Excellent oral and written communication.

THE VACANCIES
There are various vacancies in the Alameda County Social Services Agency. However, the eligible list resulting from this recruitment may be used by any department needing to fill a vacancy.

MINIMUM QUALIFICATIONS

EITHER I:  

Experience:  Equivalent to two years of full time experience at the level of or higher than the class of Administrative Assistant in the Alameda County classified service (non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts).

Completion of the Alameda County Management Academy “Management & Supervision Certificate Program” may substitute for six (6) months of the required qualifying experience.  

OR II:  

Education:  Equivalent to graduation from an accredited four-year college or university (180 quarter units or 120 semester units) with major coursework in business or public administration, or a field related to the work. (Additional professional or paraprofessional administrative experience may be substituted for the education on a year-for-year basis.)  

AND

Experience: Administrative support experience equivalent to that performed by the Alameda County classified service of Administrative Assistant is desirable.  

Special Requirement: Qualified applicants must possess a minimum of one-year full time experience working for a Public Authority. 

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


KNOWLEDGE AND SKILLS

The most suitably qualified candidates will possess the following competencies:

Knowledge of:


· Principles of public administration.
· Practices and techniques of administrative analysis and report preparation.
· Computer applications related to the work.
· Budgetary and financial record keeping techniques.
· Office administrative practices and procedures, including records management and the operation of standard office equipment.
· Basic supervisory principles and practices.
· Basic public personnel, purchasing and contract administration practices.

Ability to:

· Plan and conduct administrative, organizational and operational studies.
· Research, compile and summarize varied information, evaluate alternatives and reach sound conclusions.
· Interpret, explain and apply complex policies, regulations and procedures.
· Plan, assign and review the work of a small staff on a project or day-to-day basis.
· Prepare clear and accurate reports, correspondence, procedures and other written materials.
· Represent the department and the County in meetings with others.
· Organize and prioritize work and meet critical deadlines.
· Maintain accurate records and files.
· Exercise sound independent judgment within established policies and guidelines.
· Establish and maintain effective working relationships with those contacted in the course of work.

Licenses: Specified positions may require possession of a valid California driver's license.

EXAMINATION COMPONENTS

THE EXAMINATION WILL CONSIST OF THE FOLLOWING STEPS: 

  1. A review of candidates' applications and supplemental questionnaire to verify possession of minimum requirements. Those candidates who possess the minimum requirements for the class will move on to the next step in the testing;
  2. A screening for best qualified.  Only those candidates determined best qualified will move to the next step in the testing process; 
  3. An oral examination which will be weighted as 100% of the candidate's final examination score.  The oral interview may contain situational exercises.    

Candidates must attain a qualifying rating on each portion of this examination. 
WE RESERVE THE RIGHT TO MAKE CHANGES TO THE ANNOUNCED EXAMINATION STEPS.


Alameda County utilizes a Civil Service Selection System founded on merit.  Such a system is competitive and based on broad recruitment efforts and equal opportunity for qualified applicants to test in an examination process designed to determine the qualifications, fitness and ability of competitors to perform duties of the vacant position.  Many of our recruitments are targeted and specific to the needs of a current vacant position, in which case, the eligible list may be exclusively used for that current vacant position.  Other recruitments may be more broadly used for both current and future vacancies, or for other alternate jobs with comparable scopes of work.   For more information on the Civil Service Selection process, please visit the “What You Need to Know” section of our website, www.acgov.org/hrs.  

Selection Plan

Applicants will be informed via email with reasonable notice in advance of any examination process which will require their attendance. The following dates are tentative and subject to change based on the needs of the Agency. 

TENTATIVE SELECTION PLAN     

Deadline for Filing:

Monday, March 18, 2019


Review of Applications for Minimum Qualifications:

Thursday, April 4, 2019

Review of Applications for Best Qualified:

Thursday, April 18, 2019

Oral Interviews:

Week of May 6, 2019


WE RESERVE THE RIGHT TO MAKE CHANGES TO THE ANNOUNCED RECRUITMENT & SELECTION PLAN 

Alameda County and the Human Resource Services Department will make reasonable efforts in the examination and/or selection process to accommodate qualified individuals with disabilities and/or medical conditions in accordance/compliance with the State Fair Employment and Housing Act (FEHA), Federal Americans with Disabilities Act (ADA) Alameda County’s Reasonable Accommodation Policy and applicable statutes. To request an accommodation due to a disability/medical condition during this or other phases of the examination/selection process, please contact the assigned Human Resources Representative listed on the job announcement before the last date of filing. Alameda County requires applicants to provide supporting documentation to substantiate a request for reasonable accommodation. In order to qualify for a reasonable accommodation, applicants must have a disability/medical condition pursuant to the ADA, FEHA and applicable statutes. For more information regarding our Reasonable Accommodation procedures, please visit our website:  www.acgov.org/hrs.  

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.

Conclusion

All notices related to County recruitments for which you have applied will be sent/delivered via email. Please add @acgov.org and alamedacountyHR@acgov.org as accepted addresses to any email blocking or spam filtering program you may use. If you do not do this, your email blocking or spam filtering program may block receipt of the notices regarding your application for recruitments. You are also strongly advised to regularly log into your County of Alameda online application account to check for notices that may have been sent to you. All email notices that will be sent to you will also be kept in your personal online application account. You will be able to view all of your notices in your online application account by clicking on the "My applications" button on the Current Job Openings page.

 

Please take the steps recommended above to ensure you do not miss any notices about a recruitment for which you have applied. The County of Alameda is not responsible for notices that are not read, received or accessed by any applicant for a County recruitment.

 

NOTE: All notices are generated through an automated email notification system. Replies to the email box alamedacountyHR@acgov.org are routed to an unmonitored mailbox.  If you have questions please go to our website at www.acgov.org/hrs. You may also contact the Human Resources Analyst listed on the job announcement for the recruitment for which you have applied.

 

Monique Hill, Personnel Services Manager

Human Resource Services, County of Alameda

(510) 208-4841 or email Monique.hill@acgov.org 

www.acgov.org/hrs


Alameda County is an Equal Opportunity Employer