Placer Employment Opportunities

Executive Assistant to the County Executive Officer

Unclassified

Recruitment #2022-11711-01

Introduction

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.

POSITION INFORMATION

The Executive Assistant position is an outstanding opportunity to work in a fast-paced, dynamic environment in direct administrative support of the County Executive Officer.  This position will perform a wide variety of highly confidential, complex, and responsible administrative duties, including performing research, compiling and analyzing information, drafting letters and correspondence, performing special administrative projects, as well as coordinating and scheduling meetings and travel for the County Executive Officer.  As the Executive Assistant is at the hub of many activities, the ideal candidate will need to be able to build and maintain positive working relationships with other County departments and the public.

BENEFITS

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 Confidential benefits

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

DEFINITION

To perform complex, confidential, and specialized professional administrative functions for a variety of programs and projects for the County Executive Officer and associated staff; coordinates meetings, and schedules; supervise assigned clerical, secretarial, and administrative support staff; and perform related work as assigned. 

EXAMPLES OF ESSENTIAL DUTIES

Essential duties may include, but are not limited to, the following:
  • Set priorities and meet critical deadlines; organize work effectively in accordance with and in anticipation of the needs of the County Executive Officer.
  • Transmit information on behalf of the County Executive Officer and coordinate departmental activities with other County departments; monitor the progress and execution of projects and activities initiated by County Executive Office.
  • Perform complex and highly responsible verbal and written secretarial and administrative duties for the County Executive Officer and associated staff.
  • Receive and screen visitors, telephone calls, and emails of a highly confidential and sensitive nature; provide information which requires the use of independent judgment and interpretation of policies and procedures; respond to complaints and requests for information or refer to departmental staff as appropriate.
  • Independently initiate and compose reports, documents, and other communications on behalf of the County Executive Officer.
  • Research, compile, and summarize a variety of informational or statistical materials; may compile and review budget figures and process purchase requisitions; maintain budget, purchasing, and other financial and business records.
  • Review and approve staff requests and transactions for spend authorizations, reimbursements, procurement card expenses, and other expenditures on behalf of the County Executive Officer.
  • Prior to review and authorization by the County Executive Officer, review all finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage; return to appropriate department for corrections.
  • Maintain the County Executive Officer’s calendar; schedule meetings, appointments, and speaking engagements using discretion with time commitments; notify participants, coordinate timeframes and meeting locations, and prepare required informational materials, including agendas and meeting notes/minutes.
  • Manage all administrative tasks for the County Executive Officer related to travel arrangements.
  • Advise the County Executive Officer on matters of a sensitive nature that may affect County operations and interpersonal relationships.
  • Represent the County and/or the County Executive Officer to the public, businesses, Board members, and other agencies at the request of the County Executive Officer.
  • Provide directions and convey complex, sensitive information on behalf of the County Executive Officer to members of the Board of Supervisors, department directors, CEO staff, and others.
  • Coordinate office activities, meetings, events, and schedules; develop and recommend office procedures and systems; ensure smooth office operations; ensure adherence to all deadlines.
  • Plan, prioritize, assign, supervise, and review the work of clerical, secretarial, and administrative support staff; participate in the selection of staff; provide or coordinate staff training; conduct performance evaluations; recommend discipline; implement discipline procedures as directed.
  • Review and summarize miscellaneous reports and documents; prepare background documents as necessary.
  • Research and analyze routine administrative projects, topics, and other related matters for the County Executive Officer and Board of Supervisors; prepare first draft reports on routine administrative matters.
  • Receive and distribute incoming mail; review and evaluate mail to identify those items requiring priority attention of the County Executive Officer.
  • Provide follow up to assignments given to management staff by the County Executive Officer; provide status reports to the County Executive Officer.
  • Independently respond to letters, emails, and general correspondence of a routine nature.
  • 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.

WORKING CONDITIONS

Work is typically performed in an indoor office environment with controlled temperature conditions.  Position may require travel to and from other locations in a variety of outdoor weather conditions.

MINIMUM QUALIFICATIONS

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

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: Five years of increasingly responsible experience providing administrative and secretarial support to management personnel, preferably in the public sector. At least one year of supervisory experience is preferred.

Training: Equivalent to the completion of the twelfth grade, preferably supplemented by secretarial/office management or general business college course work.

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, SKILLS, AND ABILITIES

Knowledge of:

  • Principles and practices of routine analytical research.
  • Principles and practices of providing complex professional administrative support.
  • Principles and practices of supervision, training, and evaluating performance.
  • Principles and practices of motivation, team building, and conflict resolution.
  • Organization, procedures, and operating details of a county executive's office.
  • County emergency operations and procedures.
  • Techniques required to handle complaints and provide excellent public service.
  • English usage, spelling, grammar, and punctuation.
  • Modern administrative and office methods, procedures, and equipment.
  • Computer software, including word processing, database, spreadsheet, and other related applications.
  • County governmental structure, operations, and pertinent County functions, policies, rules, and regulations.
  • Principles and methods of business letter and report writing.
  • Advanced secretarial/executive assistant techniques.

Ability to:

  • On a continuous basis, sit at desk for long periods of time.  Intermittently stand, walk, bend, squat, kneel, and/or twist to reach office equipment; write or use keyboard to communicate through written means; see with sufficient visual acuity to perform essential job functions; occasionally run errands; may lift light weight.
  • Intermittently review and analyze documents related to department operations; observe, identify, and problem solve office issues and procedures; understand, interpret, and explain department and county policies and procedures; recall and utilize a variety of information; work under time pressure and complete a high volume of tasks; and focus on a single task for long periods of time.
  • Prioritize and coordinate tasks and events in a highly sensitive environment and effectively manage time.
  • Plan, organize, assign, supervise, and coordinate the work of clerical and technical staff.
  • Train and evaluate assigned staff.
  • Employ good judgement and make sound decisions in accordance with established procedures and policies.
  • Maintain confidentiality and exercise sound judgement related to matters of a sensitive nature.
  • Research and prepare correspondence and reports.
  • Interpret and explain pertinent laws and rules.
  • Understand, organize, index, and reference a wide variety of administrative information and records.
  • Analyze situations carefully, recommend solutions, and adopt effective courses of action.
  • Communicate clearly and concisely, both orally and in writing.
  • Independently perform a variety of sensitive secretarial and administrative tasks.
  • 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.

MISCELLANEOUS INFORMATION

Length of Probation:

This classification serves at the pleasure of the Appointing Authority and has no specific term and no right to continuous employment. 

Bargaining Unit: 

Confidential

CONDITION OF EMPLOYMENT

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.

EQUAL OPPORTUNITY EMPLOYER

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.

Conclusion

For questions regarding this recruitment, please contact Laura Carucci, HR Analyst, at lcarucci@placer.ca.gov or (530) 889-4087.


Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet.
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.

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