Specialist Clerk II

This is a reinstatement, transfer or voluntary demotion opportunity for current and former regularly appointed employees of Alameda County.

Reinstatement:
Pursuant to Civil Service Rule 1744: On the request of a department head and approval of the Commission, a regularly appointed employee who resigned in good standing may, within three years after the effective date of his/her resignation, be reinstated in a position in the class from which he/she resigned or in a position in another class for which he/she may be eligible as determined by the Commission. Appointments by reinstatement following resignation are subject to the probationary period established for the class. You must have been a classified County employee in the same job code or in a job code at the same salary maximum and left the County in good standing. In addition, you must meet the minimum and special qualifications of the specific position.

Transfer:
You must be a current County classified employee in the same job code or in a job code with the same salary maximum for which you are applying. In addition, you must meet the minimum and special qualifications of the specific position.

Voluntary Demotion:
You must be a current County classified employee in a job code which is at a higher salary maximum than the vacancy for which you are applying. In addition, you must meet the minimum and special qualifications of the specific position.

THE HEALTH CARE SERVICES AGENCY
 

Alameda County's Health Services Program is administered by the Health Care Services Agency and includes the following program areas: Behavioral Health Care, Public Health, Environmental Health, and Agency Administration/Indigent Health. The ultimate mission of the Health Care Services Agency is to provide fully integrated health care services through a comprehensive network of public and private partnerships that ensure optimal health and well-being and respect the diversity of all residents. Health Care Services Agency currently has multiple career opportunities for experienced professionals to become part of a service delivery team dedicated to the optimal health and well-being of Alameda County residents.   For additional information about the department, please visit their website at: http://www.acgov.org/health.  

 

THE POSITION

 

Under general supervision, to do the most difficult or complex clerical work, requiring the exercise of substantial initiative, judgment and independence within the framework of County and departmental policies and procedures, and to do related work as required.

 

The Specialist Clerk II (Contract Support) is a full-time position with the Alameda County Health Care Services Agency (HCSA) that provides administrative support to the Office of Agency Director and contract support to the Center for Healthy Schools and Communities. Tasks include coordinating and managing submission of Board Letters and contracts, providing assistance with the procurement and contracting process, which includes Request for Proposal/Qualification (RFP/Q) posting; contract preparation, assembling and delivery; record maintenance and post-contracting management.

 

DISTINGUISHING FEATURES

 

Incumbents of positions in this class perform duties requiring greater exercise of initiative and judgement beyond that of the lower level Specialist Clerk. This position is distinguished from the Specialist Clerk I in that the primary responsibilities of the latter are to serve as the public’s initial contact with the County system, the office coordinator, and the independent liaison with other agencies or other County Departments.

 

The majority of the duties assigned must fall into the following category:

 

1.     Specialist Clerk II requires a more thorough knowledge of broad and complex procedures, systems, rules, codes and policies in order to perform assigned duties.

 

2.     Positions are often characterized by the time constraints to complete tasks and include substantial financial and/or legal liability to the County of the tasks.

 

3.     The position is expected to function in a sensitive and highly confidential environment where incumbents exercise considerable independent judgment and decision making in areas such as, investigations, employee relations, protective services or vendor/contract coordination for a County agency.

 

4.     Performance at this level requires the ability to interpret and apply specific codes, laws, ordinances, legal documents or technical terminology.

 

5.     Such positions normally require a minimum of one year of training in order to make decisions and determinations based on the specialized department and program knowledge.

 

MAJOR TASKS, DUTIES, AND RESPONSIBILITIES

 

1.      Maintains OAD’s Board Letter Dashboard. Coordinate with Administrative Leads to update the Dashboard and Financial Recommendation Log; Serves as the main contact uploading Board Letter packets to the Agenda Management System;  Ensures Board Letter packets are uploaded and delivered to the CAO office before the submission deadline; Monitors Board regular meetings to note Board Letters approval status and verify that Board Letters and contracts are approved by the Board of Supervisors on the scheduled Board date; Ensures Minute Orders are received as scheduled and distributed to Administrative leads. Periodically updates guidelines and procedures related to Board Letters and contracts submission.

 

2.      Populates contracts using Standard Services Agreement and Master Contract Amendment templates; determines if vendors meet the minimum requirements for contracting. Verifies vendors’ non-profit status, SLEB status and County supplier status; Formats, prints and assembles contracts; Coordinates contract signings; explains contracting procedures and requirements to vendors and County staff; prepares written communications to vendors and County staff.

 

3.      Prioritizes and completes tasks in a timely manner due to time constrains and various deadlines. Coordinates contract signing and delivery with other County Departments as a representative of the Department; independently travels to other County locations or other agencies to obtain files and signatures.

 

4.      Assists in resolving insurance related problems/issues based on specialized knowledge of County’s Insurance rules, regulations, policies and Procedures; Collects renewal insurance certificates and updates ALCOLINK Financials to enable timely contract payments. Interprets County’s insurance requirements to vendors to ensure the accuracy of the insurance certificate and insurance compliance. Coordinates and obtains insurance waiver approvals with Risk Management.

 

5.      Manages both electronic and physical contract filing systems. Prepares and updates physical contract folders; Scans documents and save them in S and H drive accordingly.

 

6.      Maintains various records, such as Contract logs, Insurance certificates binders, Minute Orders, Invoices, Board Letters, Document traffic log, etc.

 

7.      Prepares accurate forms to process invoice payments and maintain tracking spreadsheets and databases; Coordinates with other County Departments to encumber and liquidate contracts. Assembles requisition packages; Investigates issues related to purchase orders, contract invoices and payments. Creates and updates Procurement Contracts on ALCOLINK Financials for Standard Services Agreements and Master Contracts; Handles inquiries based on data from ALCOLINK Financials.

 

8.      Coordinates with program managers to obtain quarterly reports for invoices.  Handles inquiries regarding invoices and payments.

 

9.      Assists in RFP/Q bidding process; Coordinate bidders conferences; publish RFP/Q on websites, and assembles RFP/Q Evaluation packets for the County Selection Committee, Prepares Bidding Summary reports, maintains RFP/Q records.

 

10.  Prepares and submits SLEB waiver online and coordinate with GSA to obtain approval. Assists in the Sole Source application process.

 

11.  Prepares Excel Spreadsheet for financial and budget meetings.

 

12.  Enter Requisition for Board approved contracts.

 

13.  Provides reception coverage as needed.

 

14.  Performs other duties as assigned

Either I
The equivalent of one year of experience in the class of Specialist Clerk I or in an equivalent or higher level clerical class in the Alameda County classified service. (Non-classified includes District Attorney’s Office and the Hospital Authority.)

Or II
The equivalent of three years of full-time clerical experience.

License: Some positions may require a valid California Driver’s license.

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

The most suitably qualified candidates will possess the following competencies:

Knowledge of:
• Modern office practices and procedures, including business correspondence, filing, and standard office equipment operations.
• Thorough program knowledge of work requiring the application of a variety of rules, procedures, codes, calculations, and systems is required in some positions.
• Techniques and practices for dealing with individuals from various socio-economic and ethnic groups, in person, via telephone, and through correspondence (may include contacts with irate and hostile individuals).

Ability to:
• Analyze and problem solve.
• Communicate orally and in writing.
• Make independent decisions and take initiative.
• Demonstrate interpersonal sensitivity.
• Plan, organize and coordinate work.
• Work independently.
• Adapt to challenging situations.

SELECTIVE CERTIFICATION CRITERIA:

For positions requiring the ability to type at a speed of not less than 40 net words per minute from clear copy. Typing must occupy more than 10 percent of working time. Typing may be on a typewriter, or a personal computer.

DEFINITIONS USED IN CRITERIA OF "DISTINGUISHING FEATURES":

Specialized Knowledge:

Indicates that a minimum of one year of specialized education or equivalent on-the-job training is necessary to acquire this specialized knowledge.

General Knowledge:

Indicates that information concerning a few of the more easily understood aspects from a variety of sources or complete understanding of all aspects from one source is required in order to perform the duties.

Working Knowledge:

Indicates an understanding of the usual finer points of general knowledge and an understanding of the details from a variety of sources is required in order to perform the duties.

Thorough Knowledge:

Indicates complete and broad understanding of all aspects and details of clerical work which requires the application of a variety of sources (i.e., codes, County and department policy, rules, systems, and procedures) is required in order to perform the duties.

Clerical work:

Work involving internal and external communications, recording and retrieval of data, and/or information and other paper work required in an office.

ALTERNATE RANGE CRITERIA:
1. For positions requiring incumbents to take and transcribe dictation via shorthand or dictating machine recording; these duties must occupy more than 10 percent of working time.

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) 
• 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
• 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
• 1^st 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.

 

To apply please contact Connie Yale at (510) 667-7990.

You are encouraged to apply immediately as this posting is open until filled and may close at anytime.

 

 

Alameda County is an Equal Opportunity Employer