Office Secretary - Sheriff's Office

• Performs full secretarial support, usually to one or more managers within a department, division or work unit; acts as a liaison between the manager(s) and staff and may represent management in sensitive and confidential situations; develops and recommends procedures applicable to areas of assignment; develops and implements systems for improving the efficiency and effectiveness of assigned operations; monitors deadlines and calendars as assigned and develops/maintains control and tracking systems; arranges and coordinates complex meetings, seminars or classes; arranges for travel transportation; may coordinate and/or perform limited aspects of budget administration.

• Receives and screens visitors and calls, using substantial judgment in their disposition; interprets and explains specialized and complex information regarding established rules, regulations, policies, procedures and technical office operations to managers, patients, clients, outside agencies and others; researches difficult and complex issues; obtains information from managers, staff, patients, clients, and others; identifies and seeks to meet customer needs, maintaining tact and diplomacy and using good judgment regarding sensitive/confidential matters; provides customer service in a calm, helpful and effective manner.

• Relieves superior of quasi-administrative/analytical duties in areas such as personnel management, payroll, purchasing, inventory, systems maintenance and/or similar functions; gathers, analyzes and maintains specialized and complex information related to office administrative operations, including administration of the budget; reviews and analyzes complex legal, custody, health care and other administrative records to identify needed information; researches, compiles, maintains and processes statistical, financial and/or other numerical data to support highly specialized office functions; may perform highly-advanced clerical accounting duties.

• Prepares a variety of difficult and complex reports, letters, resolutions and other documents with substantial independence, utilizing a highly advanced knowledge of specialized subject matter; develops and maintains complex spreadsheets and databases, either by hand or computer; maintains data and develops reports for budget and other purposes.

• Develops and maintains specialized filing systems, including coding and indexing various records and/or legal documents; prepares master lists and control files.

• Applies internal and external laws, regulations, ordinances and policies as they relate to assigned responsibilities; may produce and/or issue complex documents and complete complex forms for the purpose of documenting specialized program-related information.

• As an incidental duty, may supervise a small group of clerical and/or technical employees; provides training as assigned; develops, organizes and distributes training materials as appropriate.

Advanced secretarial and other office practices and procedures, including office management; principles and practices of prioritizing, planning and organizing work; advanced clerical practices related to personnel management, payroll, labor relations, purchasing, inventory control, clerical accounting, and systems development/maintenance; advanced clerical methods of researching, gathering, organizing and reporting data; fundamental analytical principles and processes; personal computer systems and general office computer software; public relations techniques; advanced interviewing techniques; advanced filing and record keeping systems; complex correspondence and report formats; advanced clerical accounting methods and practices; principles of training and supervision.

Provide secretarial support to managers and other high-level staff; perform quasi-administrative/analytical work related to assist management with various specialized office activities; research, interpret, and apply complex laws/regulations, court orders, program policies/procedures, and third-party rules/requirements related to areas such as personnel management, payroll, labor relations, purchasing, inventory control, clerical accounting and systems development/maintenance; evaluate and establish priorities; gather, organize, input and maintain complex information, including financial or program-specific data; provide/obtain detailed information to/from others as appropriate, including confidential and/or otherwise sensitive information; utilize advanced office procedures and equipment; follow complex oral and written procedures and directions; establish and maintain effective working relationships with others, even in difficult situations; communicate effectively with others; write clearly and legibly; perform advanced arithmetical operations; lead or supervise others.

Mobility-Frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting-Frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual-Constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking-Frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological-Frequent decision making, concentration, and public contact; Special Requirements-Some assignments may require working weekends, nights, and/or occasional overtime; Environmental-Occasional exposure to varied weather conditions.

San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions.

San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation.  For more information go to Equal Employment Opportunity Division (sjgov.org).

Accommodations for those covered by the Americans with Disabilities Act (ADA):

San Joaquin County complies with the Americans with Disabilities Act and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions.

Civil Service Rule 10 – Section 3 – Eligibility for Promotional Examinations

To compete in a promotional examination, an employee must:

A. Meet the minimum qualifications of the class on or before the final filing date for filing applications.

B. Meet one of the following qualifying service requirements:

1. Have permanent status in the Classified Service.

2. Probationary, part-time, or temporary employees who have worked a minimum of 1040 hours in the previous 12 months or previous calendar year.

3. Exempt employees who have worked a minimum of 2,080 continuous and consecutive hours.

C. Have a rating of satisfactory or better on the last performance evaluation.

D. If a person whose name is on a promotional list is separated (except for layoff) the name shall be removed from the promotional list of the action.  

Employees who meet the minimum qualifications will go through one of the following examination process:

• Written Exam: The civil service written exam is a multiple choice format.  If the written exam is administered alone, it will be 100% of the overall score.  Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list.
  
• Oral Exam:   The oral exam is a structured interview process that will assess the candidate’s education, training, and experience and may include a practical exercise.   The oral exam selection process is not a hiring interview.   A panel of up to four people will determine the candidate’s score and rank for placement on the eligible list.  Top candidates from the eligible list are referred for hiring interviews.  If the oral exam is administered alone, it will be 100% of the overall score.  Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. 
  
• Written & Oral Exam:  If both a written exam and an oral exam is administered, the written exam is weighted at 60% and the oral exam is weighted at 40% unless otherwise indicated on the announcement.  Candidates must achieve a minimum rating of 70% on each examination in order to be placed on the eligible list.
  
• Rate-out:  A rate-out is an examination that involves a paper rating of the candidate’s application using the following criteria: education, training, and experience. Candidates will not be scheduled for the rate-out process. 

Note:  The rating of 70 referred to may be the same or other than an arithmetic 70% of the total possible points.

Testing Accommodation:  Candidates who require testing accommodation under the Americans with Disabilities Act (ADA) must call Human Resources Division at (209) 468-3370 prior to the examination date.   

Eligible Lists:   Candidates who pass the examination will be placed on an eligible list for that classification.  Eligible lists are effective for nine months, but may be extended by the Human Resources Director for a longer period which shall not exceed a total of three years for the date esblished.  

Certification/Referral: Names from the eligible list will be referred to the hiring department by the following methods.

• Rule of Five:  The top five names will be referred for hiring interviews.  This applies only to department or countywide promotional examination.

Physical Exam:  Some classifications require physical examinations. Final appointment cannot be made until the eligible has passed the physical examination. The County pays for physical examinations administered in its medical facilities.

Employment of Relatives: Applicants who are relatives of employees in a department within the 3rd degree of relationship, (parent, child, grand parent, grand child or sibling) either by blood or marriage, may not be appointed, promoted, transferred into or within the department when;

·         They are related to the Appointing Authority or

·         The employment would result in one of them supervising the work of the other.

Department Head may establish additional limitations on the hiring of relatives by departmental rule.

Please be advised that Human Resources will only be accepting Online Application submittals for this recruitment. Paper application submittals will not be considered or accepted.

Apply Online:       

www.sjgov.org/department/hr
               

Office hours:               
Monday – Friday 8:00 am to 5:00 pm; excluding holidays.

Phone:  (209) 468-3370 

Job Line:

For current employment opportunities please call our 24-hour job line at (209) 468-3377. 

When a final filing date is indicated, applications must be submitted online to the Human Resources Division before the submission deadline. Resumes and paper applications will not be accepted in lieu of an online application.  (The County assumes no responsibility for online applications which are not received by the Human Resources Division).  

San Joaquin County Substance Abuse Policy: San Joaquin County has adopted a Substance Abuse Policy in compliance with the Federal Drug Free Workplace Act of 1988. This policy is enforced by all San Joaquin County Departments and applies to all San Joaquin County employees.

Equal Opportunity Employer:  San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation.  For more information go to www.sjgov.org/department/hr/eeo.