Probation Administrative Aide

Salary : $74,447.57 - $90,476.65 Annually
Location : Santa Rosa, CA
Job Type: Full-Time
Job Number: 24/03-0810-OPRB
Department: Probation Department (PRB)
Opening Date: 03/13/2024
Closing Date: 3/26/2024 11:59 PM Pacific
Bargaining Unit: 00
Position Information
Serve your community and develop your program management skills as a Probation Administrative Aide!
Starting salary up to $43.35/hour ($90,476/year) and a competitive total compensation package!*
The County of Sonoma's Probation Department is hiring for two Probation Administrative Aides to provide support in two specific areas: the Adult Day Reporting Center and the Probation Administrative Division
As an ideal candidate for either position, you will possess:

• Experience providing administrative support for programs and/or projects
• Strong collaboration skills to work with various stakeholders with the ability to shift gears quickly
• Effective communication skills to interact with a wide variety of audiences
• Exceptional time management, organizational skills, and attention to detail
• The ability to meet deadlines and handle conflicting priorities, while working independently and exercising sound judgment
• The ability to handle sensitive and confidential employee data and information
• Confidence in mastering new software tools including databases, website navigation and/or specialized systems
• Intermediate skills with all Microsoft Outlook, Word, and Excel

In the Adult Day Reporting Center (DRC) you will:

• Provide data support to the center including entering data, checking accuracy of data entered by others, and facilitating data corrections
• Work closely with program staff, and supervisors to troubleshoot issues related to how DRC activities are documented in data; create ways to modify the database to accurately capture and report program participation; and provide training to staff on how to use the database
• Work closely with the programming staff to design, test and implement database changes, providing training to staff on how to use the database
• Assist in drafting and collecting documentation for DRC program manual updates.
• Participate in training with DRC staff to understand behavioral programs thoroughly and makes recommendations about data collection to support program monitoring
• Produce weekly and monthly reports on DRC program utilization, and case management standards for the Adult Division
• Contribute to shared learning about evidence-based programs and effective program implementation with the DRC team, and with the Program Planning, Implementation and Evaluation (PIE) team

Note: This position occasionally works evenings for special events such as DRC participant graduation ceremonies.
In the Probation Administrative Divisionyou will:

• Make travel accommodations for out-of-town trainings, maintain training rosters, and update attendance for training in Sonoma Higher Ed (the County learning management system)
• Provide administrative support to department's Safety Manager and maintain the department's training and safety SharePoint site, Injury and Illness Prevention Program (IIPP) and Employee Assistance Program (EAP), conducting ergonomic evaluations, and attend Safety Council Meetings
• Provide administrative support for various processes by scheduling meetings, taking notes, and creating reports
• Support the human resources functions including department payroll and associated processes for over 300 employees
• Maintain files and update payroll tracking reports for merit increases, promotions, performance evaluations and related schedules and notifying supervisors of such information

What We Offer
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 flexible work arrangements and excellent benefits* including:

• Hybrid Telework - A schedule that meets the needs of our staff, department operations, and the communities we serve may be available depending on the assignment
• Salary Advancement - 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
• Paid Time Off - Competitive vacation and sick leave accruals, 12 paid holidays, and an additional 8 floating holiday hours per year
• County Paid Health Premium Contributions - 100% premium contribution for the majority of employee-only and employee + family health plan options
• Staff Development/Wellness Pay - Annual benefit allowances of up to $1,250 and ongoing education/training opportunities
• Post-Retirement Health Reimbursement Arrangement - County contributions to help fund post-retirement employee health insurance/benefits
• Retirement - A pension fully integrated with Social Security
• Paid Parental Leave - May be eligible for up to 8 weeks (320 hours) after 12 months of County employment
• Student Loan Debt Relief - County employees may be eligible for through the U.S. Department of Education

*Salary is negotiable within the established range. Benefits described herein do not represent a contract and may be changed without notice. Additional information can be found in the and our
This recruitment is being conducted to fill two full-time Probation Administrative Aidepositions in the Probation Department. The Civil Service title is Administrative Aide. This employment list may also be used to fill future full-time, part-time, or extra-help (temporary) positions as they occur during the active status of the list. Qualified County employees who wish to be considered for future positions should consider applying to this recruitment.
APPLICATION SUBMISSIONS REQUIRE THE SUPPLEMENTAL QUESTIONNAIRE BE COMPLETED.
Minimum Qualifications
Education: Any combination of course work and training that would provide an opportunity to acquire the knowledge and abilities listed. Normally, academic course work in public administration, business administration, management, accounting, political science, economics, statistics, English composition, psychology or closely related courses would provide such opportunity.
Experience: Work experience that would provide an opportunity to acquire the knowledge and abilities listed. Normally, some experience related to general administration, accounting, budgetary analysis, or human resources work including the compilation, tabulation, analysis, and presentation of statistical and narrative written reports would provide such opportunity.
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
Knowledge of: administrative techniques and principles of organization, accounting, budget and human resources administration; techniques and practices of research methodology, data collection, and preliminary analysis; report writing; application and use of basic statistics; interview techniques sufficient to obtain information related to employment and administrative matters; written and oral communications, including language mechanics, syntax and English composition; modern office methods and procedures; database, spreadsheet and word processing applications including basic methods of graphic presentations.
Ability to: collect, compile and analyze qualitative and quantitative data; understand and explain laws, regulations and policies governing program operations; communicate effectively orally and in writing; establish and maintain effective working relationships with management, employees, clients, and the public; understand program objectives in relation to departmental goals and procedures; organize and prioritize work assignments; use and understand common database, spreadsheet and word processing applications; learn specialized computer applications.
Certain positions may require the ability to speak, read and write fluent Spanish.
Positions allocated to this class may require specific knowledge and abilities.
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 to review more detailed information about the hiring process, including the application process, examination steps, and department selection process.
APPLICATION SUBMISSIONS REQUIRE THE SUPPLEMENTAL QUESTIONNAIRE BE COMPLETED.
Responses to supplemental questions will be scored using position-specific criteria. Please provide specific and detailed responses of a reasonable length to allow for a thorough assessment of your qualifications. Responses that state, "See Resume" or "See Application" may be considered insufficient and therefore may not be scored.
The selection procedure will consist of the following examination:
An Application & Supplemental Questionnaire Appraisal Examination (weight 100%) will be conducted to evaluate each applicant's application and supplemental questionnaire for satisfaction of minimum qualifications (pass/not pass); and for educational coursework, training, experience, knowledge, and abilities which relate to this position. Each applicant will be evaluated based on the following criteria:

• Relevance of work history, related experience, and achieved level of education and/or training as described in the application and responses to the supplemental questions.

Candidates demonstrating possession of the minimum qualifications will be placed on an employment list in order of most qualified to least qualified based on the achieved score received in the Application & Supplemental Questionnaire Appraisal Examination which evaluates the education, training, experience, skills, knowledge, abilities, and other qualifications that you demonstrate in your application and/or response to the supplemental questionnaire. Please be aware that resumes and cover letters are not typically evaluated in the Application & Supplemental Questionnaire Appraisal Examination. Scores may be adjusted based on such factors as the number of candidates, anticipated vacancies, past practice, and natural breaks in the scores achieved by this group of candidates.
BACKGROUND INVESTIGATION
It is the policy of law enforcement and legal offices and departments, in the County of Sonoma, that candidates complete a thorough background investigation process prior to employment. This policy is imperative to keep the department's employees and the public safe and to maintain high standards in the law enforcement community. Candidates referred to departments for a selection interview are typically required to sign authorization and release forms enabling such an investigation. Failure to sign prescribed forms will result in the candidate not being considered further for that vacancy. Reference information will not be made available to applicants.
The background investigation will include a thorough assessment of a candidate's personal, employment, educational, criminal, and credit history. The investigation may include but is not necessarily limited to: the use of prescription and/or other drugs, reports from former employers, friends, family members, educational institutions, law enforcement agencies, credit reports, court reports, public records search, and/or other relevant sources. Candidates must be honest and forthcoming about information that may arise during the background process. Deception during any portion of this process is grounds for disqualification, even after employment.
All candidates will be required to take a pre-employment medical examination. The pre-employment medical examination will include drug testing as part of the medical examination for all applicants and for all current employees who are offered employment with the Offices/Departments. Additionally, candidates may be required to take a pre-employment psychological examination. The results of these examinations and the background investigation shall be confidential and shall not be available to the candidate for review. Failure to pass the background investigation will eliminate a candidate from the employment process. You may also review the to determine the requirements for this position.
Issues that arise during the investigation process will be assessed, and judgment and discretion will be used to determine the employability of the candidate. Where there is evidence of a candidate's past use of controlled substances, many factors shall be used to determine the employability of the individual such as a pattern of use, kind of drug used, circumstances of the start of the drug use, treatment, behavior, and attitude since discontinuance, etc. Please note that a history of using controlled substances does not res...