*Extra Help* Executive Assistant To The Cao

Salary: $24.51 - $31.46 Hourly
Location : Eureka, CA
Job Type: Extra-help
Job Number: 23-00436
Department: County Administrative Office
Division: 103 - County Administrative Office
Opening Date: 01/09/2024
Closing Date: 1/23/2024 11:59 PM Pacific
DEFINITION
Executive Assistant to the CAO
This position requires someone who is dependable and punctual, who takes initiative and enjoys interacting with the public. Must able to interact with a range of different personality types and maintain confidentiality.
Please note:

• This is for a non-benefitted extra help position in the County Administrative Office.

What You'll Do:

• Front desk reception
  
• Meeting coordination
  
• Travel planning
  
• Scheduling
  
• Email, mail and phones
  
• Office support

Where You'll Do It:
Humboldt County Administrative Office
825 5th Street, Room 112
Eureka, CA 95501
Under direction, provides varied, complex and often confidential secretarial and office administrative assistance to the County Administrative Officer and associated management and professional staff; instructs, directs and reviews the work of an office support staff; performs related work as assigned.
DISTINGUISHING CHARACTERISTICS
This single-position class is distinguished from other County office administrative classes in that the nature, diversity, and scope of responsibilities originating from the office of the County Administrative Officer require the frequent use of tact, discretion, initiative, and independent judgment. Responsibilities include attendance at meetings and regular contact with governmental officials, the 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

• Provides administrative and secretarial support to the County Administrative Officer and associated managerial and professional staff.
• 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.
• Reviews and prioritizes incoming mail and email, obtains requested information and responds directly or routes to appropriate staff or department; reviews agenda items, budget documents and other documents and forms for completeness; coordinates the flow of documents and information between administrative office staff and other departments
• Researches, compiles and summarizes a variety of informational or statistical materials; contacts County departments and other agencies to gather information; distributes information to other departments on behalf of the administrative office.
• Types drafts and a wide variety of finished documents from notes, brief instructions, or printed materials; uses word processing equipment and input or retrieve data and prepares reports using an on-line or personal computer system; may compile and process confidential materials.
• Initiates correspondence independently for signature by the County Administrative Officer or others; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
• May plan, organize, direct and review the work of an office support staff; train staff in work procedures; provide input in selection, evaluation, disciplinary matters and other personnel decisions.
• 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 or may represent the County Administrative Officer or associated staff at such meetings.
• Relieves staff of certain administrative matters by following up on projects, transmitting information, and keeping informed of pertinent activities; purchases supplies and equipment and maintains inventory of office supplies; tracks claims and assists in preparing and monitoring departmental budgets; prepares and maintains departmental personnel and payroll records; develops and modifies forms.
• Makes appointments and maintains the County Administrative Officer's calendar, schedules and arranges for meetings and makes travel arrangements; designs and revises interoffice forms.
• Organizes own work, sets priorities and meets critical deadlines; ensures that such deadlines are met by other 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.
• Knowledge of commonly used office software including word processing, data base management and spreadsheets.
• Basic organization and function of public agencies, including the role of an elected Board of Supervisors and appointed boards and commissions.
• Record keeping, 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 the County Administrative Officer and associated managerial and professional 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.
• Typing at a rate of 55 net words per minute from printed copy.

Other Requirements:
Must possess a valid California driver's license.
Desirable Education and Experience:
A typical way to obtain the knowledge and skills outlined above is:
Five years of administrative support or secretarial experience which has included at least two years providing office and administrative support to senior management staff at a level equivalent to the County's class of Executive Secretary.
WORKING CONDITIONS & ADDITIONAL INFORMATION
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.
• Only the most recent application submitted will be considered. All other applications will be archived.

How long until I hear back from you?

• You can expect to hear back from Human Resources about 3 - 4 weeks after the closing date listed on the job posting.

How can I check for updates on my application?

• You can log into your Government Jobs account and review current information regarding any application you have submitted.

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.

The County of Humboldt's Commitment to Diversity, Equity, and Inclusion
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 County 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, LGBTQIA+ community members, etc.) 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.
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 must 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 both Human Resources staff and may be screened by additional subject matter experts. The most qualified candidates may then be invited for further testing.
It is important that your application shows all the relevant experience and education you possess. Human Resources staff does not consider or review resumes or attachments.
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 any employment examinations will be compared with the performance of others who take the tests. All candidates who pass will be ranked according to their scores. The examination results will be emailed to you as quickly as possible.
SELECTION PROCEDURE
The County runs its hiring on a set of rules to ensure that it is fair. 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" means a scored and structured interview.
POLICY OF NONDISCRIMINATION
The County of Humboldt does not discriminate based on mental or physical disability in the admission or access to, treatment or employment in, its programs or activities. The Human Resources Department is located in the Humboldt County Courthouse, which has an accessible entrance on 4th Street. Accessible parking is available adjacent to the 4th Street entrance and on the 4th Street side of the K Street lot. Special testing arrangements may be made to accommodate disabilities or religious convictions. Contact the Human Resources Department at (707) 476-2349 well in advance of the examination to request an accommodation.
The County is an equal opportunity employer. We enthusiastically accept our responsibility to make employment decisions without regard to race, religion or religious creed, color, age, sex, sexual orientation, national origin, ancestry, marital status, medical condition, mental or physical disability, military service, or any other classification protected by federal, state, or local laws or ordinances.
MEDICAL EXAMINATION
A pre-employment medical examination provided by the County may be required upon offer of employment.
OTHER EXAMINATIONS
Some positions also require psychological evaluation and/or extensive background investigation.
LICENSES
Some classifications require possession of valid professional and/or technical licenses. Some classifications may require the possession of a valid California driver's license.
EMPLOYMENT ELIGIBILITY
It is the County's intention to hire only those workers who are authorized to work in the United States, pursuant to the Immigration Act of 1990. If you are offered employment, you will be required to verify your eligibility to work in the United States. For law enforcement positions you will be required to verify your U.S. citizenship or legalized status.
DISASTER SERVICE WORKERS
All County of Humboldt employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.
THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESS OR IMPLIED CONTRACT. THE COUNTY OF HUMBOLDT RESERVES THE RIGHT TO MAKE NECESSARY MODIFICATIONS TO THE EXAMINATION PLAN IN ACCORDANCE WITH THE HUMBOLDT COUNTY MERIT SYSTEM RULES.
01
Please indicate your highest level of education completed:

• High School Diploma or GED
• Some college
• Associate's degree or 2-year equivalent
• Bachelor's degree or 4-year equivalent
• Master's degree or higher
• None of the above

02
Please select the response that most accurately describes your administrative support or secretarial experience.

• No experience
• Less than 1 year
• 1-3 years
• 3-5 years
• 5 or more years

03
Please select the response that most accurately describes your experience pro...