Executive Secretary - Uc Cooperative Extension

Salary : $49,004.80 - $62,878.40 Annually
Location : Eureka, CA
Job Type: Full-time
Job Number: 23-00407
Department: UC Davis Cooperative
Division: 632 - Cooperative Extension
Opening Date: 12/19/2023
Closing Date: 1/9/2024 11:59 PM Pacific
DEFINITION
Executive Secretary
This position works in a hybrid department that blends funding systems, personnel systems, and various procedures between the county and the University of California. The Department is housed within the county and has both UC and county staff. The position demands a sharp, creative thinker, who can juggle a wide variety of tasks and duties to support a team of 15 employees (some remotely located or in Del Norte County). Fiscal and personnel supervision experience is desired. The ability to track, project and balance accounts is required. Ability to work independently is required. The position works with a dynamic team that improves the lives of Humboldt and Del Norte residents. The Department seeks a candidate that likes the opportunity to join a fast-paced team working on relevant community issues.
The Cooperative Extension Department provides educational opportunities, performs local research, and solves problems relevant to government, industry, and Humboldt County's citizens. This technical assistance supports the self-reliance of citizens and the health, safety, and economic prosperity of Humboldt County's agriculture and natural resources industries, the general public, and youth. This Department is a component of the larger University of California Cooperative Extension (UCCE) statewide system that links University of California (UC) faculty and specialists to counties.
The Department assists agriculture and natural resource producers, landowners, and industries in addressing production problems, conducting local research to address critical economic and environmental issues, and providing continuing education opportunities. UCCE also organizes and conducts educational workshops, field days, training, and seminars and offers educational materials for the public on a range of topics, from backyard farming and home pests to forest, rangeland, and fire management.
The Department has four specialized programs: 1) the 4-H Youth Development program provides youth with educational projects and events that teach life skills in agriculture, environmental education, consumer and family science, health, civic engagement, communications, science technology, and engineering, 2) the Expanded Food and Nutrition Education Program provides nutrition to low-income community members, including at-risk and minority populations, 3) the Master Food Preserver program is an intensive, train-the-trainer program for educational outreach in food safety and preservation, and 4) the Master Gardener program extends UC research-based information about home horticulture and pest management to the public.
What You'll Do:

• Manage varied fiscal accounts and fiscal systems (two county systems and one UC system) - enter fiscal data, monitor 2+ accounts, invoicing, fiscal grant management; manage travel expenses and billings for the team.
  
• Support hiring of staff and HR issues in both the county and UC systems.
  
• Supervise county employees.
  
• Order office supplies, furniture, computers, etc.
  
• Interface to the public by answering phones, supporting website management and social media for the Department.
  
• Volunteer data management.

Where You'll Do It:
UC Cooperative Extension
5630 South Broadway
Eureka, CA 95503
Under direction, provides varied, complex and often confidential secretarial and office administrative assistance to a department head or major division head and associated supervisory and professional staff; may supervise the work of an office support staff; performs related work as assigned.
DISTINGUISHING CHARACTERISTICS:
This class is distinguished from other County secretarial and office administrative classes in that the nature, diversity, and scope of responsibilities require the frequent use of tact, discretion, initiative, and independent judgment. Responsibilities include regular contact with governmental officials, the County Board of Supervisors or commission members, representatives of business or community organizations, the public, and all levels of County personnel to exchange information and explain administrative policies and procedures.
EXAMPLES OF DUTIES

• Receives and screens visitors and telephone calls, providing information and resolving complaints which regularly require the use of judgment and the interpretation and application of policies and procedures.
• Researches, compiles and summarizes a variety of informational or statistical materials; may compile and review budget figures.
• Types drafts and a wide variety of finished documents from stenographic notes, brief instructions, or printed materials; may use word processing equipment and input or retrieve data and prepare reports from an on-line or personal computer system; may compile and process confidential materials.
• Initiates correspondence independently for signature by appropriate management staff; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
• Organizes and maintains various administrative, reference, and follow-up files; purges files as requested.
• Organizes meetings by notifying participants, making room arrangements, preparing agendas and required informational materials; may attend such meetings and prepare minutes.
• Relieves managers and supervisors of certain administrative matters by following up on projects, transmitting information, and keeping informed of pertinent activities.
• Makes appointments and maintains a calendar, schedules and arranges for meetings and makes travel arrangements; sorts mail and obtains related backup materials.
• Organizes own work, sets priorities and meets critical deadlines; ensures that such deadlines are met by other staff.
• May assist with the development and administration of the department's budget; may prepare or maintain statistical, fiscal or payroll information.
• May provide supervision, training and review of work of office support staff.

QUALIFICATIONS
Knowledge of:

• Office administrative and secretarial practices and procedures, such as business letter writing and the operation of common office equipment, including a word processor and personal or on-line computer.
• Basic organization and function of public agencies, including the role of an elected Board of Supervisors and appointed boards and commissions.
• Recordkeeping, report preparation, filing methods and records management techniques.
• Correct English usage, including spelling, grammar, punctuation, and vocabulary.
• Standard business arithmetic, including percentages and decimals.
• Basic supervisory principles and practices.
• Basic budgeting principles and practices.

Skill in:

• Providing varied, responsible, and often confidential secretarial and office administrative assistance to a manager and high-level administrative staff.
• Planning, directing and reviewing the work of assigned staff and instructing staff in work procedures.
• Interpreting, applying and explaining complex policies and procedures.
• Using tact, discretion, initiative and independent judgment within established guidelines.
• Analyzing and resolving office administrative situations and problems.
• Researching, compiling, and summarizing a variety of informational materials.
• Composing correspondence independently or from brief instructions.
• Establishing and maintaining effective working relationships with those contacted in the course of the work.
• Organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction.

NOTE: Specified positions may require skill in taking dictation at a rate of 80 words per minute by hand or stenographic machine and transcribing it accurately. Specified positions require skill in typing at a rate of 55 net words per minute from printed copy.
Other Requirements:
Specified positions may require possession of a valid California driver's license.
Desirable Education and Experience:
A typical way to obtain the knowledge and skills outlined above is:

• Two years of secretarial experience which has included providing office and administrative support to management staff at a level equivalent to the County's classes of Administrative Secretary or Secretary.

WORKING CONDITIONS & ADDITIONAL INFORMATION
All the Benefits:
Frequently Asked Questions:
How long does it take to fill out the application?
You should allow 30 - 45 minutes to fill out your application.
Can I change my application after submitting it?
You may only submit one application per day. You may submit an edited application after waiting at least one day from your initial submission.
How long until I hear back from you?
You can expect to hear back from Humboldt County Human Resources about 3-4 weeks after the closing date listed on the job posting.
Will I be informed if I am not selected for an interview?
Yes, you will be informed if you are not selected for an interview.
County of Humboldt's Commitment to DEI:
Research indicates that individuals in protected classes can be less likely to submit a job application. The County of Humboldt is dedicated to building a diverse, inclusive and authentic workplace where our employees are free to bring their full selves to work each day in an environment that allows them to reach their full potential. The Board of Supervisors has made organizational commitments to Diversity, Equity, and Inclusion (DEI) and the County is working to ensure that these commitments are reflected in all we do. The County recognizes that certain populations (BIPOC, Disabled Persons, Veterans, and LGBTQIA+ community members,) face systemic and structural challenges which may inhibit their ability to satisfy every requirement of the position. In recognition of these structural and systemic factors, the Human Resources Department understands that experience can be gained in many ways - oftentimes, outside of formal institutions - and strives to take a holistic approach to in assessing an applicant's qualifications for a position. So, if you're excited about this role but your past work experience doesn't align perfectly with every qualification in the job description, we strongly encourage you to apply.
How to Apply:
A complete, original application must be filed for each position you are interested in applying for. Applications may only be submitted online through the County's automated application system at no later than the final filing date listed on the job flyer. All applications are screened by subject matter experts. The most qualified candidates may then be invited for further testing.
It is important that your application, not just your resume, show all the relevant experience and education you possess.
Please read the job requirements section of the announcement. Be sure you meet these requirements since they will be carefully evaluated during the selection process. Your performance in this examination will be compared with the performance of others who take the test. All candidates who pass will be ranked according to their scores. The examination results will be emailed to you as quickly as possible. Scores will be provided in writing only.
Yay! You've made it down to the fine print.... that means you are interested in this job, and THAT makes us happy! The lawyers tell us we need to include this stuff.... but we'll help you get through it.
This is about the retirement benefits we offer. You've probably heard that we have a great retirement plan. Basically, you fall into a Tier based on the date you first start working for the County or any other governmental employer that uses CalPERS for retirement. If this is your first job in government, then you'll be in Tier III. 2.0 means that for every year you work for the County, you will receive 2% of your final annual pay rate for every year that you work for us if you work the required minimum number of years (that's called vesting) and retire after the age following the @. So, if you work 20 years and retire at 64 years of age, you will receive 20 x 2% or 40% of your final annual pay rate every year in retirement.
CalPERS Retirement Program:
The County participates in the CalPERS retirement system, with both the County and the employee making contributions toward the employee's retirement.

• Tier I: Prior to 7/5/2012: 2.7 @ 55
• Tier II: Post 7/6/2012: 2.0 @ 55
• Tier III: Post 1/1/2013: 2.0 @ 62

Selection Procedure:
Hiring and promotion are based on performance and having the best qualifications for the job. "Examination" doesn't always mean taking a test.....sometimes it just means how we compare your application to others who have applied and an "oral examination" can just mean an interview for lower level positions.
The County's Human Resources system operates by a set of rules and procedures which ensure that employees are hired and promoted on the basis of merit and fitness for the job. Jobs are filled through competitive examinations. A complete online application is required for this position. All application materials will be reviewed by a panel of subject matter experts. Those candidates considered to be the most qualified, based on the application materials submitted, will be invited to a written and/or oral examination, or an evaluation of education and experience.
Policy of Nondiscrimination:
The County of Humboldt does not discriminate on the basis of mental or physical disability in the admission or access to, treatment or employment in, its programs or activities. Human Resources is wheelchair-accessible by entering the Courthouse from the ramp located on the east side of the building next to the marked...