County of Santa Clara

About County of Santa Clara

: ANNOUNCEMENT OF AN OPEN AND COMPETITIVE EXAMINATION PROCESS ADMINISTRATIVE ASSISTANT II Monthly Salary Range: $6,825.81 - $8,296.82 Submission Deadline: Noon on Monday, February 24, 2020 The Department reserves the right to close the announcement at any time without notice. Interested applicants are encouraged to apply early. Why would you want to work here? The Santa Clara County Fire Department is a progressive Department of dedicated and skilled employees, focused on providing the absolute best courtesy and service possible to our customers and served jurisdictions. Employees often describe the Department as a family where employees are not simply viewed as a number, but rather a valued and talented member of our team focused on contributing to and serving our communities. Why be an Administrative Assistant II within the Department? The Santa Clara County Fire Department is known for being one of the most progressive and proactive fire departments in California, and Administrative Assistant IIs are an integral part of each of our divisions. If you enjoy working alongside division managers and staff, work in a fast-paced work environment, enjoy improving internal processes, and have the desire to be a part of a strong administrative support team, this can be the perfect opportunity for you! The current vacancy is with our Fire Prevention Division. An employment eligibility list will be formed from the selection process, and can be used to fill future vacancies. What benefits do we offer? Department fully paid medical and dental premiums VSP vision plan Paid life insurance of $40,000 Education reimbursement plan Generous paid leave program that includes personal leave, sick leave, vacation, 13 holidays per year, alternate work schedule options CalPERS retirement/pension benefit - Retirement benefits conform to the California Public Employees’ Retirement System. Currently, Classic Miscellaneous employees pay 8% of employee contribution, which is tax- deferred. Public Employee Pension Reform Act (PEPRA) employees currently pay 6.5%, which is tax-deferred. The Department does not pay into Social Security. Please click here to view a summary of our benefits. The classification of Administrative Assistant II is a Fair Labor Standards Act non-exempt position in the Classified Service. This classification is represented by International Association of Fire Fighters - Local 1165. What will you do as an Administrative Assistant II? (For more detailed information, please refer to the Administrative Assistant II job specification located at www.sccfd.org.) Provide administrative support for assigned division such as typing, data entry, scheduling, answering phones, and filing. Maintain records and logs of activities for a variety of services and programs. Compile data and other information and prepare reports as required by the division. Develop computerized tracking systems for permits, performance evaluations, etc.; maintain and enter information into databases. Answer telephones and provide information to callers, take messages, or transfer calls to appropriate individuals. Manage schedules, appointments, and meetings for the division. Format, proofread, edit, and distribute general and routine correspondence, reports, forms, and other documents. Perform advanced administrative support detail work for assigned division head. Prepare logistics for meetings, workshops, and other division-sponsored events. Establish and maintain files for the respective division; file, sort, and retrieve information as required. Act as lead providing work and training to other administrative support positions, extra-help, and light duty personnel assignments including monitoring and evaluating work assignments. May assist in preparing specialized reports or projects as assigned. Compose and type general correspondence, proposals, and more complex/advanced reports and documents; generate documents from verbal and draft written notes. Maintain and update Department information manuals specific to assigned division. Perform other duties as assigned.: What will you bring to County Fire? Use computers for various software applications such as spreadsheet or word processing in an in-depth basis (i.e. Microsoft Word and Excel). The ability to record, file, and transmit hard copy and electronic information. Prioritize to meet the assigned division's needs. Perform mathematical calculations accurately. Type at a rate of 50 words net per minute. Establish and maintain effective working relationships with those contacted in the course of work. Listen, read, and understand information and ideas presented through the spoken and/or written word. How can you qualify for this position? Education and Experience: Po ssession of a high school diploma or passing of a General Education Development (GED) test, 30 college credit units, plus three (3) years of experience in a full-time position performing complex administrative support work. Additional work experience in a full-time position performing administrative support work may substitute for ten (10) college units for each additional year worked. Highly Desirable: Special training, education, and/or certifications in administrative support related fields. Training in computerized software programs including Microsoft Office suite. Knowledge Of: Administrative support and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology. Comprehensive knowledge of Department policies, procedures, rules and regulations and programs of the respective division where assigned. Computer and computer software applications related to office and support work such as Microsoft Word and Excel. Creating and/or formatting documents and forms. Filing and record keeping procedures. Letter and report writing. Customer service and telephone etiquette. Office equipment including computer, printer, scanner, fax machine, telephone, shredder, etc. Basic purchasing and inventory procedures. Principles and processes for providing internal and external customer service. English language structure including correct English usage, rules of composition, spelling, grammar, and punctuation. Ability To: Anticipate issues and address challenges consistent with the Department’s goals and mission. Perform specialized program and work unit administrative support functions. Provide information and explain Department and division specific policies, practices, and protocols when assisting customers. Use computers for various software applications such as database management or word processing in an in-depth basis (i.e. Microsoft Word and Excel). Interpret and apply policies, rules and regulations with good judgment in a variety of situations. Provide work direction and training on equipment and computer software to Department personnel as needed. Work independently with minimum supervision and provide work direction and training to less experienced staff. Record, file, and transmit hard copy and electronic information. Compile information and prepare accurate reports. Make decisions on procedural matters. Prioritize to meet the Department’s needs. Perform mathematical calculations accurately. Type at a rate of 50 words per minute net. Listen, read, and understand information and ideas presented through the spoken and/or written word. Establish and maintain effective working relationships with those contacted in the course of work. Take and transcribe notes accurately. Interact with customers in person and on the telephone. Operate a variety of general office equipment including telephone, scanner, copier, fax machine, printer, etc. Interact tactfully and courteously with Department personnel and the public, providing information and responding to concerns about the respective divisions and/or programs, policies, and functions. Demonstrate initiative and exercise good judgment in the performance of duties. Curious about the working conditions and physical demands? Work is performed in an office environment, with regular contact with staff and the public. The position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, stooping, grasping, and repetitive and fine coordination hand movement. You must be able to lift, push, and pull files, paper, and documents weighing up to 25 pounds. Required License: Possession of a valid, appropriate state of California driver’s license. Pre-Employment Requirements: The candidate will be required to complete and pass a Live Scan fingerprint, background check, and medical examination.: Ready to apply? Here's what to do: Interested applicants must apply for the position online by clicking on the "Apply for this job online" button. If you have not previously done so, you will need to create a user profile. As part of the submittal, you are required to upload your resume where indicated. In the area titled "Additional Documents," please provide a copy of a current typing certificate with a typing speed of 50 wpm net (dated within a year from the closing deadline). Information regarding the typing certificate can be found here. Please be prepared to provide proof of education if requested after the oral board process. The submission must be completed by the stated deadline. Don't miss out on this opportunity! The submission deadline is noon on Monday, February 24, 2020. Incomplete or late submittals will not be accepted or considered. Interested applicants are strongly encouraged to apply as soon as possible. Based upon a review of the applications, the most qualified candidates will be invited to participate in the selection process. In cases where a high number of applications are received (as determined by the Department), the order in which the application was received may be used to determine eligibility to continue in the recruitment process. The selection process will include a written test and oral board interview, tentatively scheduled for March 19, 2020 and April 7, 2020, respectively. Final interviews are tentatively taking place the week of April 13, 2020. Should you have questions regarding the position of Administrative Assistant II or the application and selection process outlined herein, please contact Rebecca Lo, Management Analyst, at (408) 341-4457. The information contained within this announcement may be modified or revoked without notice and does not constitute either an expressed or implied contract. The Department is an Equal Opportunity Employer.

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