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Introduction
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.
DESCRIPTION
THE 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.
THE POSITION
Under general supervision, incumbents in this position perform a wide variety of difficult to
complex secretarial and clerical duties; relieve an administrator of administrative details; and
perform other related duties as required.
Administrative Secretary positions perform secretarial duties for the County Administrative
Officer, Agency Directors, and Director, or heads of departments:
l. Of over 700 employees, AND
2. In which the department head reports directly to the electorate, Board of Supervisors, or
County Administrative Officer.
TYPICAL DUTIES
NOTE: The following are the duties performed by employees in this classification. However,
employees may perform other related duties at an equivalent level. Each individual in the
classification does not necessarily perform all duties listed.
1. Prepares and composes from brief instructions correspondence requiring discrimination and
judgment in the selection of data or interpretation of laws, rules, policies, or the resolution of
debatable points where mistaken judgment may entail serious consequences.
2. Prepares correspondence and documents from dictaphone or shorthand notes; prepares
agendas and transcribes minutes of meetings (i.e., Board or Commission); may take dictation
from an Administrator or Judge; may attend special committee meetings and take notes; edits
drafts for composition and grammatical structure.
3. Maintains an appointment calendar for one or several Administrators, or Judges, exercising
considerable discretion in committing the administrator's time or referring caller to another
appropriate source of information or service; advises Administrators or Judges of appointments;
sets up meetings, contacts participants, reserves rooms, prepares notices and agenda and
assembles materials/documents needed for such meetings.
4. Relieves Administrator of certain administrative details by routinely and independently
performing administrative support tasks such as researching operating problems; independently
refers matters to other staff members for research; contacts outside vendors, general public or
County representatives on matters requiring independent judgment.
5. Acts as contact/resource person for departmental policy matters often involving application of
governing laws and regulations and acts as office automation specialist/
coordinator/troubleshooter; files court documents requiring detailed procedural knowledge;
processes complaints from the public.
6. Monitors contract services compliance with contract terms.
7. Handles confidential information which has not yet been made public and normally available
only to the Administrator or Judge and his/her top level staff; records actions to be taken on
sensitive matters, based on a thorough knowledge of the departmental or court policies; takes
responsibility for releasing information to authorized parties, attorneys, and the press.
8. Screens phone calls, often personally handling those originally intended for the Administrator
or Judge; provides information requiring knowledge of an Administrator's particular area of
responsibility; answers questions that involve searching for and abstracting technical data and
detailed explanation of laws, policies, or procedures, referring only matters requiring policy
decisions to superiors.
9. Compiles a variety of narrative and statistical reports, locating sources of information,
devising forms to secure data, and determining proper format for finished reports; may maintain
cost records, prepare departmental budgets, and assist in maintaining financial controls
throughout the year.
10. Sorts, screens, prioritizes and routes mail, attaching pertinent correspondence and other
relevant data for reference; determines in what priority material should be referred to the
Administrator's attention.
11. Develops and maintains work flow and other procedures and revises procedures manuals.
12. May be assigned lead supervision of a clerical unit.
MINIMUM QUALIFICATIONS
ADMINISTRATIVE SECRETARY
Either I
The equivalent of one year of full-time experience in the class of Secretary II or two years in the
class of Secretary I, or an equivalent or higher level clerical class in Alameda County classified
service, that requires a typing proficiency level of not less than 40 wpm. (Non-classified includes
the 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:
Successful completion of a comprehensive secretarial training program at an accredited
Community College, or recognized certified business school, AND
Experience:
The equivalent of four years’ full time increasingly responsible clerical experience
comparable to the County's Secretary II classification. (Additional extensive secretarial
experience can be substituted on a year-for-year basis for the educational requirement.)
NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the
announcement of an examination.
KNOWLEDGE AND SKILLS
NOTE: The level and scope of the following knowledge and abilities are related to duties listed
under the “Examples of Duties― section of this specification.
Knowledge of:
· Modern office practices and procedures, including business correspondence, record keeping
systems, and standard office equipment operations.
· Correct English usage, including spelling and grammar; business letter writing and proper
format for typed materials.
· Word processing and/or spreadsheet applications.
· Principles of managing and coordinating secretarial aspects of a large or complex program.
· Organization and functions of County government.
Ability to:
· Perform difficult clerical work involving independent judgment; type with speed and
accuracy at not less than 40 words per minute.
· Prepare clear and comprehensive reports; draft, compose and edit correspondence from brief
oral or written instructions, using word processing applications.
· Speak clearly and concisely to obtain and relay information.
· Maintain personnel and other record files.
· Identify and correct errors in English usage, grammar, and mathematical calculations in a
variety of documents.
· Organize and prioritize work load; complete work under time deadlines.
· Learn to interpret and apply laws, rules, and written directions to specific situations.
· Establish and maintain effective working relationships with co workers and the general
public.
· Assist in devising and keeping office records of a confidential nature; maintain
confidentiality.
· Evaluate demands on an Administrator's time; arrange his/her schedule accordingly.
· Work with officials and the general public in routine, emergency, and emotional situations.
· Take responsibility and use good judgment in recognizing scope of authority.
SELECTIVE CERTIFICATION CRITERIA
Some positions require the ability to take shorthand at a speed of not less than 80 words per
minute and transcribe it accurately via shorthand or dictation recording equipment.
Selection Plan
To apply please contact James Nguyen at (510) 618-2016 or [email protected]
to apply.
You are encouraged to apply immediately as this posting is open until filled and may close at
anytime.