Executive Assistant to the Board of Supervisors *Revised

Full Job Description

The class specification is pending Board of Supervisors approval”

This is a continuous filing exam. Next filing cut-offs are at 5:00 pm on:

Under general direction, the Executive Assistant to the Board of Supervisors perform professional administrative and clerical duties for and on behalf of a member of the County Board of Supervisors.

Incumbents resolve a variety of constituent issues and concerns; provide information or direct questions and requests to the appropriate staff; and may supervise, assign, review, and coordinate the work of other clerical and office administrative staff.

Incumbents also work under tight deadlines, are flexible and responsive to multiple and shifting demands, and are creative and independent problem solvers.

Requirements

Knowledge of

• Functions and responsibilities of a County Board of Supervisors
• Administrative and secretarial practices and procedures, such as calendar management, and methods of organization
• Report and business writing including English usage, composition, spelling, grammar, punctuation, formatting, and content organization in support of messaging
• Governmental organization, functions, policies, and practices
• Organizational operations of large, complex organizations
• Principles of managing and coordinating secretarial support services
• Principles and practices of supervision, discipline, 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
• Basic arithmetic (i.e., addition, subtraction, multiplication, division, decimals, percentages, ratios, and fractions)
• Principles of effective customer service

Ability to

• Provide varied, responsible, and confidential executive level secretarial and office administrative assistance
• Organize work, set and adjust priorities in order to meet critical deadlines, and follow up on assignments
• Use tact, discretion, initiative, and independent judgement
• Establish and maintain cooperative, effective working relationships with customers, co-workers, other agencies and the general public
• Communicate clearly and concisely, both verbally and in writing
• Analyze situations accurately and adopt an effective course of action
• Keep accurate and orderly records
• Make arithmetical computations accurately and rapidly
• Maintain confidential information
• Interpret and apply applicable federal, state, and local laws, codes, and regulations
• Apply customer service skills, including the identification of customer needs and follow up to ensure customer commitments have been met
• Recognize confidential information and exercise discretion in the communication and handling of such information

Qualifications

Minimum Qualifications

Three (3) years of full-time paid administrative/ secretary level (or above) experience with primary duties which include supporting top-level managers, senior executives or higher-level positions. Qualifying experience includes a combination of the following duties: managing schedules and calendaring; drafting, reviewing and sending communications on behalf of the supported person; organizing and preparing for meetings; gathering documents as needed; coordinating travel arrangements; and processing reimbursements.

Note: Education from an accredited college or university may be substituted for a maximum of two years of the required three years of experience as indicated above (30 semester units or 45 quarter units equal one year experience).

Note: If the word “experience” is referenced in the minimum qualifications, it means full-time paid experience unless the minimum qualification states that volunteer experience is acceptable. Part-time paid experience may be accumulated and pro-rated to meet the total experience requirements.

Note: If the minimum qualifications include an educational or certificate/license requirement, applicants must submit proof of requirements with the application. Failure to submit proof of requirements may result in disqualification from the examination. Unofficial transcripts are acceptable. For guidelines on submitting acceptable proof of educational requirements, please click here or speak to someone in our office before the cut-off date listed in this notice.

General Qualifications

Criminal History and Background Checks:
The County may access criminal history information on candidates who have accepted a conditional offer of appointment for this class consistent with the provisions of Board of Supervisors Resolution No. 82-602, Personnel Policies, and applicable federal and state laws. The County shall not consider for employment any candidate who has been convicted of a felony or misdemeanor that relates to or impacts the candidate’s ability to perform the job duties of this class unless it is determined that mitigating circumstances exist. For purposes of accessing criminal history information, the candidate will be fingerprinted. A subsequent arrest notification may be obtained.

The County may also conduct a background check on the candidate prior to appointment to a position within this class. The background check may include personal and professional reference checks, credit history checks where authorized by Labor Code section 1024.5, Social Security Number verification, professional license/registration verification, military service information and driving history. Information obtained in the course of this background check will be considered by the appointing authority in the selection process. In obtaining such information, the County will comply with applicable consent and disclosure practices in the Fair Credit Reporting Act and the California Investigative Consumer Reporting Agencies Act.

Physical Requirements:
Positions in this class require the incumbent to be able to:

• Sit for extended periods of time.
• Stand and walk for extended periods of time.
• Regularly communicate (verbal, written, visual) with the public, external and internal staff.
• Regularly use a telephone and electronic mail for communication.
• Regularly use a computer, keyboard and mouse.
• Regularly use office equipment such as copiers and fax machines.
• Lift, carry, push and pull objects up to 15 pounds such as office supplies or equipment.
• Intermittently twist to reach office supplies or equipment.
• Perform simple grasping and fine manipulations.

Individuals who do not meet these requirements due to disability will be reviewed on a case-by-case basis.

Probationary Period

The probationary period for this classification is six (6) months.

Additional Information

APPLICATION

Qualified applicants are encouraged to apply immediately. All applicants must complete and submit an online County of Sacramento employment application by 5:00 PM on the posted cut-off date. Click here to apply.

County of Sacramento

Department of Personnel Services

Employment Services Division

700 H Street, Room 4667

Sacramento, CA 95814

Phone (916) 874-5593; 7-1-1 California Relay Service

Email EmployOffice@Saccounty.net

Inter-Office Mail Code: 09-4667

www.SacCountyJobs.net

• Employment applications and all documentation requested in this announcement must be submitted by 5:00 p.m. on the cut-off date.
• Employment Services is not responsible for any issues or delays caused by an applicant's computer or web browser. Applicants will be automatically logged out if they have not submitted their applications and all documentation prior to 5:00 p.m. on the cut-off date.
• Your application should highlight all relevant education, training, and experience, and clearly indicate how you meet the minimum qualifications for the position as of the cut-off date.
• Application information must be current, concise and related to the requirements in this job announcement. You may only apply for this recruitment once. Duplicate and incomplete applications will be disqualified.
• A resume may be included with your application, however it will not substitute for the information requested on the application.

SUPPLEMENTAL QUESTIONNAIRE

Applicants are required to provide a full and complete response to each supplemental question. The Supplemental Questionnaire is located in the tab marked "Supplemental Questions". Please be descriptive in your response.

Note: Responses of "See Resume" or "See Application", or copy and paste of work experience are not qualifying responses and will not be considered.

Supplemental Questionnaires must be submitted by 5:00 p.m. on the cut-off date. Employment Services is not responsible for any issues or delays caused by an applicant's computer or web browser.

Applicants will be automatically logged out if they have not submitted their applications and all documentation prior to 5:00 p.m. on the cut-off date.

The supplemental questions are designed to elicit specific information regarding a candidate's experience, education, and training. Responses should be consistent with the information on your application and are subject to verification.

Please provide place of employment, pertinent dates, and concise, descriptive and detailed information for each question.

If a job included responsibilities applicable to several questions, separate the different functions of the job to answer all the questions completely.

Resumes or referral to the application or other questionnaire responses will not be accepted in lieu of completing each question.

If you have no experience, write "no experience" for the appropriate question.

For many individuals, it is more efficient to develop responses to the supplemental questions in a word processing document and then paste them into the final document to be submitted.

Changes or corrections to your Supplemental Questionnaire cannot be made once your application packet has been submitted.

If the Supplemental Questionnaire is used in the Formula Rate exam, failure to complete all of the questions or incomplete responses will result in a lower score.

While scoring the Supplemental Questionnaire, the candidate's application and/or attachments will not be reviewed, therefore, a candidate's responses to the questions should be accurate, thorough, detailed, and complete.

FORMULA RATE EXAMINATION (Weighted 100%)

All candidates meeting the minimum qualifications by the cut-off date will have their Supplemental Questionnaire scored in the Formula Rate Examination.

This examination will evaluate the relevance, level, recency, progression and quality of candidate's education, training and experience.

The candidate's application or other materials will not be included in this examination.

Therefore, the candidate's responses to the supplemental questionnaire should be thorough, detailed and complete.

The score from the Formula Rate Examination will determine the ranking on the eligible/employment list for this job.

All candidates competing in the testing process will receive written notice of their examination results by email. Notices can also be accessed in their governmentjobs.com inbox.

Applicants achieving a passing score will be placed on the eligible list in rank order. The rank is determined by the test score attained from the examination.

FREQUENTLY ASKED QUESTIONS

Click here for Frequently Asked Questions (FAQ's)

For information regarding County jobs:

www.saccountyjobs.net

Sacramento County is about enriching communities to thrive. We strive to create inclusive workplaces that reflect the communities we serve.

We value and celebrate the unique perspectives, backgrounds, abilities, and diverse dimensions of our employees and residents.

Through transparency, courage, innovation, and trust we are committed to advance equity and transformational change.

We are a proud equal opportunity employer.

If you need assistance or an accommodation due to a disability for any phase of the hiring process, please contact our Disability Compliance Office at dco@saccounty.gov or 916-874-7642, CA Relay 711.

For more information, visit: Reasonable Accommodation Requests - Job Applicant Instructions