Executive Assistant II to the County Administrator Exempt

This recruitment is open to all qualified external and internalcandidates including Contra Costa County incumbents who are interested in a transfer to a new assignment.

Why join the Contra Costa County Administrators Office

The County Administrators Office is actively seeking a qualified Executive Assistant to join their professional team. This position has recently become vacant following an internal promotion of the previous this role you will have the opportunity to support and enhance the organizations effectiveness in serving the residents of Contra Costa County.

We are looking for someone who:

• Pays attention to detail.You will be responsible for the accuracy of a wide variety of tasks in which there are significant impacts if errors are made.
• Has strong communication skills.You may write staff reports on behalf of the County Administrator for consideration by the Board of Supervisors and facilitate communication with between the County Administrators Office Board members and Department Heads
• Thinks analytically.You will need to research analyze and communicate recommendations based on basic data collection.
• Is a self-starter.You will need to independently take initiative in this demanding role to ensure the County Administrators Office executive staff is sufficiently supported.
• Is honest and ethical.You will be dealing with sensitive and confidential information on a regular basis.
• Is flexible.You will have to shift priorities quickly as needs change sometimes on a daily basis.
• Understands County or City government.All the work you will perform is dependent on a strong understanding of County policies ordinances and regulations.

What you will typically be responsible for:

• Handling the schedule of the County Administrator Chief Assistant County Administrator and County Finance Director
• Preparing documentation for the County Administrators meetings understanding and gathering what is needed and organizing it in a meaningful way
• Office management for the County Administrators General Administration & Budget Division including financial transactions and procurement
• Managing and administering departmental safety programs and required training schedules for all staff
• Facilitating the administration of contracts related to special projects undertaken by the Office of the County Administrator
• Responding to citizens questions and inquiries including Public Records Act requests

A few reasons you might love this job:

• You will have the opportunity to gain a breadth of understanding of all County functions
• You will work with a group of experienced professional staff and the public
• You will make a positive impact on your community through the work you do
• You will have every opportunity to be creative in improving current process

A few challenges you might face in this job:

• You will be responsible for a high volume of work in a fast-paced environment
• The job can be very demanding and you will need to understand how to manage competing priorities
• Being on the front line at times for complaints from unhappy community members

Competencies Required:

• Critical Thinking: Analytically and logically evaluating information propositions and claims
• Action & Results Focused: Independently initiating tasks and seeing through to completion
• Reading Comprehension: Understanding and using written information
• Legal & Regulatory Navigation: Understanding interpreting and ensuring compliance with laws and regulations
• Adaptability: Responding positively to change and modifying behavior as the situation requires
• Attention to Detail: Focusing on the details of work content work steps and final work products
• Displaying Ownership and Accountability: Holding self and others accountable for measurable high-quality timely and cost-effective results
• Handling Stress: Maintaining emotional stability and self-control under pressure challenge or adversity
• Writing: Communicating effectively in writing
• Professional Impact: Presenting self as a positive representative of the organization
• Teamwork: Collaborating with others to achieve shared goals
• Valuing Diversity: Appreciating the benefits of varied backgrounds and cultures in the workplace
• Political & Organizational Savvy: Working skillfully with politics procedures and protocols across organizational levels and boundaries
• Managing Organizational Complexity: Maneuvering through complex political situations and functions within the organization
• Interpersonal Savvy: Considering and responding appropriately to the needs and feelings of others in different situations

About County Administrators Office

The County Administrators Office serves as the principal advisor to the Board of Supervisors and coordinates the work of County departments special districts and other agencies under the direct jurisdiction of the Board. The primary duties of the County Administrator and staff include preparation and monitoring of the County budget review and oversight of the Countys organizational structure and analysis of policy and legislative proposals from federal state and other local government partners including any impacts to the County.

The County Administrators Office is composed of five specific divisions:

General Administration.Executes Board direction provides executive-level guidance and serves as the administrative hub for all programs within the County Administrators Office. Staff are responsible for producing and monitoring the County budget developing financial and strategic plans staffing the Board of Supervisors and its committee meetings analyzing proposals and providing recommendations to the Board of Supervisors to support alignment with Board policies and effective and efficient use of County addition develops and manages the Countys federal and state legislative platforms to respond to state and federal actions that could impact the coordination with legislative advocacy consultants and in collaboration with department staff countywide the County Administrators Office tracks and monitors state and federal legislation and provides timely updates to the full Board of Supervisors and the Legislation Committee of the Board.

Law and Justice Information Systems (LJIS).Provides administration planning and coordination of data systems and networks that affect and support the entire County justice system including case management systems for the District Attorney Public Defender and Probation Departments the countywide Automated Warrant System and the All-County Criminal Justice Information Network (ACCJIN).

Labor Relations.Administers the Countys employee relations program including managing the collective bargaining process with labor unions employee grievance processes providing training and counseling to department managers and employees on labor relations matters such as terms of memoranda of understanding with employee bargaining units.

Office of Communications & Media (OCM).Supports countywide centralized communications under one cohesive strategy to enhance and improve information services to the community. OCM also administers franchise agreements with cable services providers and operates the Countys community access television stations (known as CCTV).

Clerk of the Board.Provides staff support to the Board of Supervisors by recording and compiling the actions of the Board taken during public meetings maintains the official records of the Board administers development of the weekly Board agenda materials packet including all staff reports forwarded by County departments in compliance with the Ralph M. Brown Act and the Better Government Ordinance provides staff support to the Assessment Appeals Board and maintains the roster of Board appointments to various boards committees and commissions.

The County Administrators Office mission is to:

• Work with the Board of Supervisors Department Heads and other federal state and local government agencies to provide the highest level of servicesto the residents of Contra Costa County
• Increase intergovernmental cooperation and public access to government
• Assist Department Heads in implementingBoard of Supervisors policy direction and vision into coordinated operating plans
• Preserve the fiscal integrity of the County

Education: Possession of a high school diploma G.E.D. equivalency or a high school proficiency certificate.

Experience: Five (5) years of full-time increasingly responsible administrativeexperience. Support of public or private sector Boards Councils or executive team members preferred.

Substitution: Possession of a bachelors degree from an accredited college or university may be substituted for the required experience up to a maximum of two (2) years OR completion of 60 semester or 90 quarter units may be substituted for the required experience up to a maximum of one (1) year.

1. Application Submission and Evaluation: Applicants will be required to complete a supplemental questionnaire at the time of application. Applications will be evaluated to determine which candidates will move forward in the next phase of the recruitment process.

2. Final Hiring Interviews:Conducted by the Department. The most qualified candidates who possess the minimum qualifications will be invited to participate in an interview. This is an exempt classification. Meeting the minimum qualifications does not guarantee advancement to the interview process.