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ADMINISTRATIVE ASSISTANT II (LIMITED TERM)
Short Profile
Limited Term Administrative Assistant needed to provide advanced level administrative and fiscal support, and serve as clerk for the office of administrative hearings. Apply Now! Position is open until filled.
Job Number:
1213
Job Category:
Administration
Job Type:
Limited Term
Department:
Admin Office
Published:
12/13/2018
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FINAL FILING DATE

Apply immediately! Position is open until filled.



COMPENSATION-BENEFITS-STATUS

Salary: $27.01/hr.  

Range:  526

Job Type: Full- Time

Job Status: Limited Term

Unit:  Supervisory/Confidential

FLAS:  Non-Exempt

Please see our EMPLOYEE BENEFITS page for detailed information.



POSITION SUMMARY

The County of Calaveras Administration Department is seeking an Administrative Assistant II for a full-time limited term position with full benefits. The incumbent will serve as the clerk for the Office of Administrative Hearings.  The clerk will be responsible for a variety of complex clerical duties, development of procedures, record keeping, document preparation, correspondence, and other tasks using personal computers and common office machinery and equipment related to the administrative hearings and will provide exception administrative and fiscal support to staff in the administrative office.

This assignment is expected to end on June 21, 2019.  Because of the legal and confidential nature of this administrative assistant position, candidates with law office or other legal experience, education and training are encouraged to apply.

This is a specialized classification, which performs a variety of management and administrative service functions. Incumbents will be assigned highly complex, advanced level administrative support responsibilities. Additionally, they will assume responsibility for coordination of assigned programs and will be expected to work independently with minimal direction.



EXAMPLE OF DUTIES

  • Clerk of the office of County Hearing officer shall be responsible for recruiting qualified neutral hearing officers.
  • The Clerk shall be charged with the responsibility of assigning hearing officers using an alphabetical rotation or a computer-generated random draw to each scheduled hearing. Hearing dates will be set by Code Compliance as they are automatically set 16 days after service of Notice of Violation, Citation, Order to Abate, and Notice of Hearing form. 
  • The Clerk shall ensure that staff reports, and any evidence or written documents provided by appellants are provided by to the hearing officer prior to the hearing.
  • The Clerk shall be responsible for preparing a docket for each scheduled hearing day and providing said docket to Code Enforcement staff, ensure that the Docket is posted on the appropriate website before the hearing, and make it available on the day of the hearing for those in attendance that hearing.
  • The Clerk shall be present at the hearings and shall generate and maintain records of all proceedings of each hearing. Including reports, testimony of code enforcement officers and appellants, proposed orders, minutes of the hearings, identities of participating parties, orders after hearing, and a log containing proof of mailing of orders issued.
  • Where appellants request continuances, the Clerk shall receive the request and convey the request to the hearing officer assigned to hearing for a determination of whether or not sufficient good cause for a continuance exists.
  • Clerk shall ensure that the written findings of the hearing officer are mailed to or served upon interested parties, their attorneys of record, and the Building Department.
  • Clerk shall establish procedures for paying the invoices when received of the hearing officers as they become due.
  • Clerk shall make necessary preparations and procure necessary supplies for conducting administrative hearings.
  • Clerk shall provide advanced level administrative clerical and fiscal support to administrative office staff both in person and over the phone.
  • Other duties as assigned.



MINIMUM QUALIFICATIONS

Knowledge of:

County policies, rules, and regulations; budget development and control; public and community relations; grant development and administration; administrative analysis; office management methods and procedures; principles of supervision, training and staff evaluation; purchasing practices, complex public agency accounting procedures.

Skill to:

Accurately gather and analyze data; organize and write reports; prepare and present recommendations before individuals and groups. Prepare documents, visual aides and other related items for use in oral and written presentations.  Effectively operate a variety of modern office machines, including personal computers, do independent research and data collections for use in budget preparation and program management activities, establish and maintain cooperative working relationships with others.

Plan, organize, manage and perform administrative functions; exercise significant responsibility in the development and maintenance of the budget; gather, organize, analyze, and present a variety of data and information; prepare clear, concise and accurate reports and records; use a personal computer and appropriate software for administrative services functions; establish and maintain cooperative working relationships.

Education, Training and Experience:

Graduation from high school and equivalent to ten years advanced-level administrative and fiscal experience, preferably including experience in grant development and administration. A Bachelor’s Degree in Business, Public Administration, Accounting or a related field may be substituted for one year of the required experience.

*Experience in the legal field is highly desirable.

Licenses, Certificates, or Registrations:

Possession of a valid California driver’s license.



SPECIAL REQUIREMENTS

Possession of a valid CA driver's license.



APPLICATION AND SELECTION PROCESS

Interested individuals must submit the following:

  • Calaveras County application
  • Resume
  • Cover letter

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)



NOTES

Physical Demands and Working Conditions:

Mobility to work in a standard office environment, use standard office equipment and attend off-site meetings; physical ability to sit or otherwise remain stationary at work post for long periods of time; manual dexterity to use standard office equipment and supplies and to manipulate both single sheets of paper and large document holders (binders, manuals, etc.); vision to read handwritten and printed materials and a computer screen; hearing and speech to communicate person and by telephone.

 

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 the documents 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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