Experience:
Not specified
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Employment Type:
Full time
Posted:
9/27/2019
Job Category:
Administration
County of Sonoma Jobs
County of Sonoma | Larkfield, California
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Job Description

 

Starting salary up to $31.68/hour plus a cash allowance of approximately $600/month*


Working at the County of Sonoma offers expansive opportunities for growth and development, the ability to be a part of a challenging and rewarding work environment, and the satisfaction of knowing you're working to better our communities. You can also look forward to a competitive total compensation package* including an additional $0.90/hour "Confidential" premium on top of the hourly pay rate, and:

  • An annual Staff Development/Wellness Benefit allowance up to $1,000 and ongoing education/training opportunities
  • Competitive vacation and sick leave accruals, 12 paid holidays, and an additional 8 floating holiday hours per year
  • Significant portion of health care premiums paid by the County and access to several health plan options
  • County contribution to a Health Reimbursement Arrangement to help fund post-retirement employee health insurance/benefits
  • Retirement fully integrated with Social Security
  • May be eligible for up to 8 weeks (320 hours) of Paid Parental Leave after 12 months of County employment
  • Eligibility for a salary increase after 1,040 hours (6 months when working full-time) for good work performance; eligibility for a salary increase for good performance every year thereafter, until reaching the top of the salary range

About the position

The Executive Assistant in the Clerk-Recorder-Assessor-Registrar of Voters Department provides high level support by skillfully maintaining an understanding of priority work efforts, helping to manage scheduling and communications according to the Clerk Recorder Assessor priorities, and occasionally providing assistance to other managers. Responsibilities include drafting official correspondence, preparing official documents, managing incoming calls, responding to requests for meetings, managing complex and fluid calendars, drafting meeting agendas, and performing a variety of administrative tasks. This position will also make travel arrangements, submit expense forms, create and maintain filing, take meeting minutes, and generally provide organization and confidential support to the Clerk-Recorder-Assessor-Registrar of Voters. 

What you bring

The ideal candidate will have excellent interpersonal skills, and:

  • The proven ability to understand organizational priorities and assist the Director according to such priorities
  • Discretion, and the ability to maintain confidentiality, especially with sensitive personnel matters
  • Excellent time management skills, with an aptitude for managing multiple tasks and competing demands
  • Strong written and verbal communication skills, including the ability to engage and interact with diverse audiences
  • An understanding of the operations and responsibilities of a County Clerk-Recorder-Assessor-Registrar of Voters department
  • An understanding of the unique requirements working for an elected official

*Salary is negotiable. Benefits described herein do not represent a contract and may be changed without notice. The Civil Service title for this position is Executive Secretary. This recruitment is being conducted to fill the current position in the Clerk-Recorder-Assessor-Registrar of Voters Department and may be used to fill other Executive Assistant Confidential vacancies if needed while the resulting employment list is valid.

APPLICATION SUBMISSIONS REQUIRE THE SUPPLEMENTAL QUESTIONNAIRE BE COMPLETED.

 

Minimum Qualifications

 

Education and Experience: Any combination of education, vocational training and work experience which provides the opportunity to acquire the knowledge and abilities listed. Normally, coursework or training in secretarial, administrative support, or business management principles and practices and three or more years of general clerical work experience will provide this opportunity.

Performance Skills: The ability to type accurately at the rate of 45 words per minute is required.

License:  Possession of a valid driver's license at the appropriate level including special endorsements, as required by the State of California, may be required depending upon assignment to perform the essential job functions of the position.

 

Knowledge, Skills, and Abilities

 

Thorough knowledge of: the organization, services, programs and functions of the department or agency; departmental and general clerical work practices from reference materials, procedures, guidelines, written formats, and timetables to schedule events; compile, consolidate and summarize information, authorize and/or submit claims, requisitions, payroll time reports; and answer a variety of information such as work progress, routings, application of procedures to specific situations, agendas, status of account, location of materials, and coordination of clerical support and administrative functions; the functions, timetables, workload, and priority of the administrative and professional positions served; the procedures, work practices, form and routines associated with secretarial responsibilities to one or more commissions or boards if such work has been assigned.

Working knowledge of: modern office management techniques; the principles of supervision and office practices to instruct and provide training to secretarial and general clerical positions; office equipment and filing systems; the principal administrative employee's style of writing and thinking in order to compose routine correspondence in his/her absence and to clarify wordage or sentence structure nor necessitating review.

Ability to: select, understand and apply regulations, rules, procedures, office routine and work practices to a variety of clerical support and minor administrative work functions in the department or division located; exercise discretion and good judgment in coordination and performing work assigned; independently initiate, prioritize, perform or solve problems related to deviations in work assigned in order to meet fixed or fluctuating deadlines and achieve work objectives; coordinate the submittal of a variety of information such as resolutions, reports and appeals to be heard by commission or board members and to prioritize subject matter to by heard by content and implication as well as structural format; summarize motions, divisions, appeals, and actions presented before or taken by commission or board members and to organize and transcribe such into minutes of meetings when such work has been assigned; instruct or advise co-workers in the proper routines, procedures, office practice, or step-by-step sequence to properly compile and summarize data in order to consolidate fiscal, statistical or informational data for the use of the supervisor or to comply with procedural or administrative requirements; screen and prioritize correspondence, phone calls or visitors seeking the personal attention to the supervisor and to refer matters which may be adequately handled by someone other than the supervisor to the appropriate person or department section; select, extract and organize a variety of information related to different department programs, services, or functions for the use of the supervisor in answering complaints, inquiries or preparing administrative reports; answer procedural, factual and semi-technical questions related to department services, programs, or functions; schedule appointments, maintain supervisor's calendar and coordinate calendared events with other departments, agencies, private concerns and affected individuals; compose correspondence in answer to routine inquiries or complaints; recognize and know the purpose of standardized forms related to department services, functions and programs; deal with the general public and co-workers in a tactful, courteous and effective manner; safeguard classified materials or contents of closed or sealed meetings; independently set-up, prepare and summarize control records such as department, division or sectional budget, expenditures, fund, or revenue records, personnel and time and leave records, production output, census and statistical records, and purchasing and inventory control records; take verbatim dictation may be required in some positions.

Ability may be required of incumbent to recognize and take verbatim dictation during board or commission meetings as need.

Ability may be required to witness and attest the authenticity of signatures, power of attorneys, or legalities of written documents or instructions.

 

Selection Procedure & Some Helpful Tips When Applying

 

  • Your application information and your responses to the supplemental questions are evaluated and taken into consideration throughout the entire selection process.
  • You should list all employers and positions held within the last ten years in the work history section of your application. Be as thorough as possible when responding to the supplemental questions.
  • You may include history beyond ten years if related to the position for which you are applying. If you held multiple positions with one employer, list out each position separately.
  • Failure to follow these instructions may impact your competitiveness in this process or may result in disqualification.

Please visit Getting a Job with the County of Sonoma to review more detailed information about the application, examination, and department selection processes.

 


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