Executive Assistant I - Sheriff Services - Same Class to Same Class Transfer at County of Santa Clara

Description

Under supervision, to perform administrative and secretarial work of considerable difficulty and provide general office management for an Executive Manager or director of a large, complex agency or division with significant impact on the County organization.

**Same Class to Same Class Transfer opportunity means that the only applications that will advance are those in an Executive Assistant I (C29) position at this time.**

The Sheriff Services is currently recruiting for one (1), full-time (1.0) Executive Assistant I position. Same class to same class transfer only.
For more information regarding this position please contact Alma Rosas at (408) 808-4619 or at [email protected].

Typical Tasks

Independently composes letters and other documents from notes or oral directions;
Screens office and telephone callers, meets the public, makes appointments, and arranges conferences and speaking engagements;
Directs callers to other departments and officials or to other individuals, divisions or sections of the department where assigned;
Relieves the manager of routine as well as significant administrative details; recommends and implements changes in procedures;
Assists in conducting research and gathers and assembles data requiring judgment and discretion;
Secures information on the status of pending matters and reasons for delay in the completion of projects;
Maintains office files and records;
May lead office staff, including training, scheduling, coordinating and delegating his/her own routine duties;
Maintains the calendar of the manager;
Anticipates manager's concerns and independently handles or suggests a resolution; interprets manager's intentions or directives in absence of manager;
Researches, compiles, and organizes information for the completion of administrative reports, surveys or other issues;
Manages projects such as large mailings, internal distributions, conferences, events, etc;
Maintains record-retention plan;
Makes travel arrangements;
Resolves issues for visitors on own, reports back to manager if necessary;
Attends meetings as manager's representative;
Serves as a liaison between the administrator and other departments and agencies;
Acts as the primary contact with various vendors and service providers and makes recommendations for purchase.
Takes meeting minutes and prepares for distribution;
May be assigned as a Disaster Service Worker, as required;
Performs other related duties as required.

Employment Standards

Sufficient training, education or work experience which demonstrate the attainment of the knowledge and abilities below and has provided an opportunity to perform a variety of secretarial/administrative support assignments requiring use of discretion and judgment.

Training and Experience Note: The required knowledge and abilities are acquired through training and experience equivalent to three (3) years of office administrative and/or secretarial experience. Such work must have included providing responsible office support to management staff and administering or coordinating office activities.

Sixty (60) semester college units may be substituted for two (2) years of the office administrative and/or secretarial experience. Experience in dealing with governmental and community contacts is desirable.

Knowledge of:

Functions and basic office services operations of an administrative office;
Modern office methods and practices including filing systems, business correspondence, and report writing;
Correct English usage, grammar, spelling, vocabulary and punctuation;
Principles and usage of modern information systems.

Ability to:

Utilize word processing and applicable software;
Provide varied secretarial and office administrative assistance to management;
Organize work, set priorities, meet critical deadlines and follow-up on assignments;
Use initiative and independent judgement within established guidelines;
Establish and maintain effective working relationships, including high level officials, vendors and the general public who may have complex or sensitive issues;
Compose correspondence independently or from brief instructions;
Organize and maintain accurate records and files;
Make arithmetic calculations with speed and accuracy;
Operate standard office equipment, including computer;
Type with speed, accuracy and efficiency.

**Departments may selectively recruit for typing speed up to 50 Net WPM depending on departmental need.

Benefits

The County offers comprehensive first-class medical, dental, and vision benefits plans for County employees and their dependents, including plans with no deductibles, no co-pays, no co-insurance, and no prescription drug co-pays. Learn more here.

The County also offers generous paid time off with significant vacation, sick time, and 13 paid County holidays annually! Details are included in the Memorandum of Understanding/Agreement with the bargaining unit applicable to the job classification.

In addition to the amazing perks above, the County also offers the additional benefits below.

Retirement Benefits
The County offers robust retirement plans including a 457(b) Deferred Compensation Plan (similar to the private sector’s 401(k) plan) and the CalPERS pension plan. In addition to lifetime retirement income available through the CalPERS pension plan, the 457(b) Deferred Compensation plan provides a great way to save for retirement and supplement the defined benefit pension available to employees. These plans help our employees build a plan for their future and contribute to their family’s long-term financial well-being.

Health Flexible Spending Account
The Health Flexible Spending Account (HFSA) empowers employees to manage healthcare expenses efficiently with tax-free contributions (up to $3,200 for the 2024 calendar year). Secure tax-free solutions for your healthcare expenses and enjoy the flexibility to manage your healthcare finances effectively with the HFSA.

Dependent Care Assistance Program (DCAP)
The Dependent Care Assistance Program (DCAP) enables employees to utilize tax-free funds for dependent care services, facilitating a convenient and cost-effective approach for managing your dependent care expenses. The County also offers the Employee Childcare Assistance Plan, an employer-funded DCAP, for employees with annual income under $120,000.

Life and AD&D
The County offers life and disability benefits including Life Insurance, Accidental Death and Dismemberment (AD&D) Insurance, Long-Term Disability insurance, California State Disability Insurance, and Integration with Leave. These benefits ensure financial security and income support when you and your family need it most.

Employee Assistance Program (EAP)
The County prioritizes employee mental health and well-being and offers a top-tier Employee Assistance Program (EAP) through Concern providing confidential counseling sessions covering stress, anxiety, relationships, grief, as well as financial/legal services, personal coaching, child and elder care referrals, and comprehensive crisis support.

Employee Wellness
The Employee Wellness Program offers free wellness programing, fitness classes and resources; including Elevate My Wellness an all-in-one platform designed to elevate your well-being journey.

Education Reimbursement
A generous Learning and Employee Development program is available, including Education Reimbursement for employees seeking additional training and professional development.

NOTE: Benefit and Retirement information may vary from bargaining unit to bargaining unit. Due to changes in State Law, current pension provisions described in the union contracts are not automatically applied. Specific pension benefits for new hires who start on or after January 1, 2013 may be different than indicated in the union contracts.

Click here to access all Memoranda of Understanding and most recent Summary of Changes.

Supplemental Questions

Same Class to Same Class Transfers are limited to current permanent or probationary County employees and current temporary County employees (extra help, provisional, sub-provisional, or unclassified who have a favorable promotional rating form and passed the applicable qualifying exam).

Please indicate if you are a current County employee and your employment status.

If you are not currently working in the Executive Assistant I classification, your application will not be considered for this transfer.

Current Regular County Employee - Permanent Status (1D)
Current Regular County Employee - Probationary Status (1B)
Current Extra Help Employee - Extra Help (2C) (attach approved promotional rating form)
Current Provisional or Sub-Provisional County Employee – Other (1C or 1E) (attach approved promotional rating form)
Current Unclassified County Employee (2A or 2B) (attach approved promotional rating form)
Current Regular County Employee who wants to Return to Former Classification
Left the County within the last 2 years and wants to Reinstate
Not a Current Eligible County Employee

Have you been on a re-employment list with the County of Santa Clara within the last eight years?

What is your Santa Clara County Employee ID number? If you do not have a Santa Clara County Employee ID number, type "N/A".

What is the highest level of education you have completed?

8th Grade
High School or GED equivalent
College coursework (1 to 29 semester units / 1 to 44 quarter units)
College coursework (30 to 59 semester units / 45 to 89 quarter units)
College coursework (60 to 89 semester units / 90 to 134 quarter units)
College coursework (90 to 119 semester units / 135 to 179 quarter units)
College coursework (120 or more semester units / 180 or more quarter units)
Associate's Degree
Bachelor's Degree
Master's Degree
Doctoral Degree

How many years of office administrative or secretarial experience do you have?
The experience should include providing office support to management staff and administering or coordinating office activities.

No experience
Less than one year
One to less than two years
Two to less than three years
Three to less than four years
Four to less than five years
More than five years

Describe your office administrative or secretarial experience from the answer you provided above. The experience should include providing office support to management staff and administering or coordinating office activities.

Response should include the name of employer, job title, dates of employment and number of hours worked per week. If no experience, type "N/A".

Please describe your experience dealing with governmental and community contacts. If none, type "N/A"

I understand that I must pass an extensive background investigation if I am selected.

CERTIFICATION
Do you certify that all of the statements made on this form are true, complete and correct to the best of your knowledge and belief and are made in good faith? Do you understand that you may be expected to substantiate these self-ratings if invited to interview for this position?

Required Question

Agency Information

Employer: County of Santa Clara
Address: 70 W. Hedding Street

8th Floor, East Wing

San Jose, California, 95110
Phone: (408) 299-6816
Website: http://www.sccjobs.org/