Administrative Secretary

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 www.placer.ca.gov.

The Department of Public Works currently has one vacancy for an Administrative Secretary in Auburn in the Environmental Engineering Division. This position provides direct administrative and secretarial support to a Deputy Director, as well as to engineers, environmental specialists, planners, project managers, and other technical specialists that are responsible for the planning, permitting, design, construction, and regulatory compliance of County operated public utilities. This position also acts as backup to the Executive Secretary of Public Works regarding the review and processing of Board of Supervisors staff reports and associated documentation. This position requires excellent multi-tasking capabilities and a high level of attention to detail.

The eligible list established from this recruitment may be used to both temporary/extra-help and permanent positions in various County departments as the arise, subject to position requirements.

*Temporary/Extra-help assignments are limited to 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. Extra-help appointments made from this eligible list may transition to permanent status, should vacancies arise.

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 General benefits

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

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

This is the advanced journey level class in the Secretary series.  Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned.  Employees perform the most difficult and responsible types of duties assigned to classes within this series including providing administrative support to a department in areas such as budget, personnel, or a departmental program or function, as well as providing responsible secretarial support to a department or division head.  Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.

Receives direction from assigned management personnel.
 
May exercise direct supervision over assigned clerical personnel.

• Perform a wide variety of complex, responsible, and confidential secretarial and administrative duties for management personnel.
• Perform administrative projects for management personnel; 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 in order to meet department objectives.
• Independently respond to letters and general correspondence not requiring the attention of management personnel.
• Coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.
• Perform accounting functions related to accounts payable or receivables.
• Maintain time card and payroll records including employee evaluations and disciplinary actions; maintain personnel files and records for management personnel.
• 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 personnel; conduct performance evaluations of assigned personnel; 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.

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

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 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 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 assessment.
• Principles and practices of office management.

Ability to:

• On a continuous basis, sit at desk for long periods of time.  Intermittently twist and reach office equipment; write or use keyboard to communicate through written means; occasionally run errands; lift light weight.
• Intermittently review documents related to department operations; observe, identify and problem solve office practices and procedures; understand, interpret and explain department policies and procedures; explain and problem solve office issues for the public and with staff.
• 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.
• Operate and use modern office equipment including word processing equipment as assigned.
• Analyze situations carefully and adopt effective courses 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 personnel.
• Type accurately at a speed of at least 50 words per minute.
• Take notes and write summaries of meetings.

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.

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 (which may include a voice stress analysis and/or a polygraph), and/or be bonded. Additionally, positions in law enforcement classifications and those supporting law enforcement functions will be required to complete a conviction history questionnaire prior to or during the interview process. Applicants for positions 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 these requirements may result in an employment offer being withdrawn.

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.

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 (including traits historically associated with race, including, but not limited to, hair texture and protective hairstyles such as braids, locks, and twists), color, ancestry, religion (including creed and belief), national origin, citizenship, 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), political orientation, 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.

Tentative Recruitment Timeline:

• Week of January 24, 2022 - Minimum Qualifications Screening
• Week of January 24, 2022 - Training and Experience Rating
• Week of January 31, 2022 - Eligible List Established