Executive Assistant to the Board of Supervisors

The class specification is pending Board of Supervisors approval

This is a continuous filing exam. Next filing cut-offs are at 5:00 pm on:

Under general direction the Executive Assistant to the Board of Supervisors perform professional administrative and clerical duties for and on behalf of a member of the County Board of Supervisors. Incumbents resolve a variety of constituent issues and concerns; provide information or direct questions and requests to the appropriate staff; and may supervise assign review and coordinate the work of other clerical and office administrative staff. Incumbents also work under tight deadlines are flexible and responsive to multiple and shifting demands and are creative and independent problem solvers.

Knowledge of

• Functions and responsibilities of a County Board of Supervisors
• Administrative and secretarial practices and procedures such as calendar management and methods of organization
• Report and business writing including English usage composition spelling grammar punctuation formatting and content organization in support of messaging
• Governmental organization functions policies and practices
• Organizational operations of large complex organizations
• Principles of managing and coordinating secretarial support services
• Principles and practices of supervision discipline leadership mentoring and training
• Office procedures methods and equipment including computers and applicable software applications such as word processing spreadsheets databases and other related specialized applications
• Record keeping filing methods and records management techniques
• Basic arithmetic (i.e. addition subtraction multiplication division decimals percentages ratios and fractions)
• Principles of effective customer service

• Provide varied responsible and confidential executive level secretarial and office administrative assistance
• Organize work set and adjust priorities in order to meet critical deadlines and follow up on assignments
• Use tact discretion initiative and independent judgement
• Establish and maintain cooperative effective working relationships with customers co-workers other agencies and the general public
• Communicate clearly and concisely both verbally and in writing
• Analyze situations accurately and adopt an effective course of action
• Keep accurate and orderly records
• Make arithmetical computations accurately and rapidly
• Maintain confidential information
• Interpret and apply applicable federal state and local laws codes and regulations
• Apply customer service skills including the identification of customer needs and follow up to ensure customer commitments have been met
• Recognize confidential information and exercise discretion in the communication and handling of such information

Minimum Qualifications

Three (3) years of full-time paid administrative/ secretary level (or above) experience with primary duties which include supporting top-level managers senior executives or higher-level positions. Qualifying experience includes a combination of the following duties: managing schedules and calendaring; drafting reviewing and sending communications on behalf of the supported person; organizing and preparing for meetings; gathering documents as needed; coordinating travel arrangements; and processing reimbursements.

Note:Education from an accredited college or university may be substituted for a maximum of two years of the required three years of experience as indicated above (30 semester units or 45 quarter units equal one year experience).

Note: If the word experience is referenced in the minimum qualifications it means full-time paid experience unless the minimum qualification states that volunteer experience is acceptable. Part-time paid experience may be accumulated and pro-rated to meet the total experience requirements.

APPLICATION

Qualified applicants are encouraged to apply immediately. All applicants must complete and submit an online County of Sacramento employment application by 5:00 PM on the posted cut-off date. Clickhereto apply.

County of Sacramento

Department of Personnel Services

Employment Services Division

700 H Street Room 4667

Sacramento CA 95814

Phone ; 7-1-1 California Relay Service

Email

Inter-Office Mail Code: 09-4667

• Employment applications and all documentation requested in this announcement must be submitted by 5:00 p.m. on the cut-off date.
• Employment Services is not responsible for any issues or delays caused by an applicants computer or web browser. Applicants will be automatically logged out if they have not submitted their applications and all documentation prior to 5:00 p.m. on the cut-off date.
• Your application should highlight all relevant education training and experience and clearly indicate how you meet the minimum qualifications for the position as of the cut-off date.
• Application information must be current concise and related to the requirements in this job announcement. You may only apply for this recruitment once. Duplicate and incomplete applications will be disqualified.
• A resume may be included with your application however it will not substitute for the information requested on the application.

SUPPLEMENTAL QUESTIONNAIRE

Applicants are required to provide a full and complete response to each supplemental question. The Supplemental Questionnaire is located in the tab marked Supplemental Questions. Please be descriptive in your response.

Note:Responses of See Resume or See Application or copy and paste of work experience are not qualifying responses and will not be considered.

• Supplemental Questionnaires must be submitted by 5:00 p.m. on the cut-off date. Employment Services is not responsible for any issues or delays caused by an applicants computer or web browser. Applicants will be automatically logged out if they have not submitted their applications and all documentation prior to 5:00 p.m. on the cut-off date.
• The supplemental questions are designed to elicit specific information regarding a candidates experience education and training. Responses should be consistent with the information on your application and are subject to verification.
• Please provide place of employment pertinent dates and concise descriptive and detailed information for each question.
• If a job included responsibilities applicable to several questions separate the different functions of the job to answer all the questions completely.
• Resumes or referral to the application or other questionnaire responses will not be accepted in lieu of completing each question.
• If you have no experience write no experience for the appropriate question.
• For many individuals it is more efficient to develop responses to the supplemental questions in a word processing document and then paste them into the final document to be submitted. Changes or corrections to your Supplemental Questionnaire cannot be made once your application packet has been submitted.
• If the Supplemental Questionnaire is used in the Formula Rate exam failure to complete all of the questions or incomplete responses will result in a lower score. While scoring the Supplemental Questionnaire the candidates application and/or attachments will not be reviewed therefore a candidates responses to the questions should be accurate thorough detailed and complete.

FORMULA RATE EXAMINATION (Weighted 100%)

All candidates meeting the minimum qualifications by the cut-off date will have their Supplemental Questionnaire scored in the Formula Rate Examination.

This examination will evaluate the relevance level recency progression and quality of candidates education training and experience. The candidates application or other materials will not be included in this examination. Therefore the candidates responses to the supplemental questionnaire should be thorough detailed and complete. The score from the Formula Rate Examination will determine the ranking on the eligible/employment list for this job.

All candidates competing in the testing process will receive written notice of their examination results by email. Notices can also be accessed in their inbox. Applicants achieving a passing score will be placed on the eligible list in rank order. The rank is determined by the test score attained from the examination.

FREQUENTLY ASKED QUESTIONS

Clickherefor Frequently Asked Questions (FAQs)

For information regarding County jobs:

Sacramento County is about enriching communities to thrive. We strive to create inclusive workplaces that reflect the communities we serve. We value and celebrate the unique perspectives backgrounds abilities and diverse dimensions of our employees and residents. Through transparency courage innovation and trust we are committed to advance equity and transformational change.

We are a proud equal opportunity employer. If you need assistance or an accommodation due to a disability for any phase of the hiring process please contact our Disability Compliance Office at or CA Relay 711. For more information visit:Reasonable Accommodation Requests - Job Applicant Instructions