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EXECUTIVE ASSISTANT TO THE COUNTY ADMINISTRATOR
Short Profile
The County of Calaveras Administration Department is seeking an Executive Assistant to the County Administrator. Final Filling Date: October 18, 2018.
Job Number:
1198
Job Category:
Clerical Support
Job Type:
Full-Time
Department:
Admin Office
Published:
09/27/2018
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FINAL FILING DATE

Thursday, October 18, 2018 by 5:00 p.m.



COMPENSATION-BENEFITS-STATUS

Salary: $26.48 - $32.21

Range: 533

Job Type:  Full-Time

Job Status: Permanent

Unit: Unrepresented   

FLSA: Non - Exempt

To view our excellent benefits please click HERE.



POSITION SUMMARY

Under general direction of the County Administrator, provides complex, and confidential secretarial and administrative assistance to the County Administrator; may supervise, assign, review, and coordinate the work of secretarial, clerical and office administrative staff; and personally performs the more technical and complex tasks.

 

DISTINGUISHING CHARACTERISTICS

This single position class is distinguished from other administrative and clerical classes in that the nature, diversity, and scope of responsibilities require the frequent use of discretion, tact, initiative, and judgment. The incumbent of this position is expected to work under minimal supervision and instruction, and to exercise independent judgment and initiative while supervising and coordinating the work of secretarial, clerical and office administrative staff performing tasks related to the Office of the County Administrator.

The incumbent reports directly to the County Administrator and may also support and receive direction from other executive or management staff. This class is distinguished from the classes of Administrative Assistant I/II and lesser clerical classes in that this class requires a higher degree of discretion, sensitivity, diplomacy, tact, initiative, and judgment; routinely manages highly sensitive, confidential, and often complex projects and activities; requires a broader knowledge of County programs; and regular contact with a variety of entities and individuals such as government officials, the County Board of Supervisors, representatives of business or community organizations, the public, and County personnel.



EXAMPLE OF DUTIES

  • Arange, coordinate, and manage calendar appointments and meetings for the County Administrator.
  • Coordinate time, location, and participant arrangements for meetings and events.
  • Conduct a variety of special projects and studies related to the functions of the County Administrative Office.
  • Assist in identifying opportunities for improving office service delivery methods and procedures; identifies resource needs; reviews with appropriate management staff; implements improvements.
  • Receive visitors, telephone calls and mail directed to the Office of the County Administrator and provides information on a wide variety of activities and problems, or refers the request to the appropriate office.
  • Compose and/or types a variety of correspondence such as memos, letters, reports, and other documents, and proofreads for content, composition, grammatical structure and consistency with current standards.
  • Prepare meeting notices and agendas, and identify the types of actions required such as Minute Orders, Resolutions, or Ordinances; review a variety of reports, forms, and records for accuracy, completeness, and compliance with applicable policies.
  • Compile, summarize, and oversee the duplication of information and documents for meetings and may attend meetings to prepare a general record of activities or verbatim reports; take minutes, complete other transactions that require approval; verify that all attachments to letters (e.g., maps, agreements, leases, reports, bonds, deeds) are attached for CAO's review.
  • Design or revise office forms; perform complex clerical work requiring the application of laws, policies, procedures, and specialized terminology; prepare and process materials which require the review of complex source material and a thorough familiarity with policies, procedures, terminology, and various applicable laws in order to obtain the necessary data.
  • Set up and maintain complex filing systems of confidential or administrative materials; organize and maintain office files, records, and indexing systems.
  • Prepare and coordinates the completion of reports by locating, assembling and summarizing information and data.
  • Maintain time and expense records and submit claims and time reports; relieve the CAO and Deputy CAOs of routine office details.
  • Assist in the preparation of County budgets; may perform basic budget and expenditure review as required.
  • May act as Public Information Officer as directed.
  • Performs related work as assigned.



MINIMUM QUALIFICATIONS

Knowledge of:

Governmental organization, functions, policies, and practices; principles of managing and coordinating secretarial support services; basic budgetary principles and practices; principles and practices of leadership, mentoring, and training; office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, databases, and other related specialized applications; record keeping, filing methods, and records management techniques; report and business writing including English usage, spelling, grammar, and punctuation; simple arithmetic.

 

Skill and Ability to:

Evaluate, prioritize, and manage appointments and meetings for multiple calendars; evaluate time demands and conflicts; and arrange schedules accordingly; train, and mentor staff as needed; plan, prioritize, coordinate, assign, and review the work of subordinate staff; work independently with minimal instruction to prioritize and coordinate activities to meet critical deadlines; interpret, apply, and explain rules, regulations, policies, and procedures; evaluate and interpret varied information and data; recognize confidential information and exercise discretion in the communication and handling of such information; collect, compile, maintain, and summarize a variety of data and information; compose letters and memos on routine and sensitive matters; communicate clearly and concisely, both verbally and in writing; develop and maintain cooperative, effective working relationships with others.

 

Education, Training, Experience and Certifications:

Equivalent to an associate’s degree from an accredited college with major coursework in business or public administration, secretarial sciences, or a related field and two (2) years of experience as an administrative or executive assistant to an executive-level administrator.

 

Additional relevant experience, which would provide the knowledge and skills listed above, may be substituted for the education requirement on a year for year basis.

 

Must possess intermediate to advanced level MS Office skills and have excellent time management skills.



SPECIAL REQUIREMENTS

May be required to possess an appropriate California Driver’s License.



APPLICATION AND SELECTION PROCESS

Interested individuals must submit the following:

  • Calaveras County application
  • Cover letter
  • Resume

Application materials will be reviewed to evaluate the specific qualifications of each applicant and determine which applicants will continue in the screening process.  Incomplete application information will result in the candidate being screened out of the process.  Those candidates identified as having qualifications best suited for the position will be invited to participate in the interview process.



SUPPLEMENTAL QUESTION(S)

N/A



NOTES

Physical Demands and Working Conditions

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is primarily performed indoors in a standard office setting.

Physical: Primary functions require sufficient physical ability to work in an office setting and operate office equipment; vision in the normal visual range with or without correction sufficient to read computer screens and printed documents and to operate equipment; hear in the normal audio range with or without correction. Frequent sitting; wrist and arm motions and upward/downward flexion of neck; fine finger dexterity of both hands, ability to grasp and hold; lifting, carrying or pushing objects that weigh up to 15 lbs. Occasional standing and bending, walking and reaching; lifting, carrying or pushing objects that weigh 16 - 40 lbs. Infrequent climbing; lifting, carrying or pushing objects that weigh more than 40 lbs.

 

Other Requirements

This class description lists the major duties and requirements of the job and is not all-inclusive. Not all duties are necessarily performed by each incumbent. Incumbents may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills.








Human Resources Division

891 Mountain Ranch Road, Building C, San Andreas, CA 95249
Phone (209) 754-6303 ~ Fax (209) 754-6333 ~ hr@co.calaveras.ca.us

COUNTY APPLICATION

Calaveras County is an equal opportunity employer and does not discriminate on the basis of race, color, religious creed (including religious dress and grooming), national origin, age (40 and above), sex (including pregnancy, childbirth, breastfeeding and/or related medical conditions), marital status, sexual orientation ( heterosexuality, homosexuality, bisexuality, gender identity, gender expression, transgender), medical conditions (cancer and genetic information including family medical history), disability (medical, mental or physical, including HIV or AIDS), request or denial of family medical care leave and pregnancy leave, AB60 driver's license or military or veteran status.

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