Executive Assistant to the County Executive

The Position

Examples of Knowledge and Abilities

Knowledge of

• Complex and heavy calendaring requiring maximization of time
• Report and business writing including English usage, 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
• Simple arithmetic

Ability to

• Evaluate, prioritize, and manage appointments and meetings for multiple calendars evaluate time demands and conflicts and arrange and adjust schedules accordingly
• Compose, proof, and arrange letters and memos on routine and non-routine matters, including from concept or minimal draft form
• Work independently with minimal instruction to prioritize and coordinate activities to meet critical deadlines
• Recognize confidential information and exercise discretion in the communication and handling of such information
• Collect, compile, maintain, and summarize a variety of data and information
• Select, supervise, train, and evaluate staff
• Plan, prioritize, coordinate, assign, and review the work of subordinate staff, and solve communication, scheduling, and workflow problems
• Investigate and resolve disciplinary issues
• Interpret, apply, and explain rules, regulations, policies, and procedures
• Communicate clearly and concisely, both verbally and in writing
• Develop and maintain cooperative, effective working relationships with others
• Work under severe time constraints, respond swiftly to shifting demands, and maintain composure under pressure

Employment Qualifications

Minimum Qualifications

Five years of full-time, paid experience performing administrative assistant or secretarial duties in support of a management or higher level position including arranging appointments, assisting in the preparation of meetings, responding to public inquiries, reviewing incoming documents, and/or composing correspondence.

Note: Two years of full time paid experience supervising or leading staff is desired.

Note: A Bachelor’s Degree, or higher, from an accredited college or university, may substitute for two years of the required 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.

Note: If the minimum qualifications include an educational or certificate/license requirement, applicants must submit proof of requirements with the application. Failure to submit proof of requirements may result in disqualification from the examination. Unofficial transcripts are acceptable. For guidelines on submitting acceptable proof of educational requirements, please click here (Download PDF reader) or speak to someone in our office before the cut-off date listed in this notice.

General Qualifications

Criminal History and Background Checks:
The County may access criminal history information on candidates who have accepted a conditional offer of appointment for this class consistent with the provisions of Board of Supervisors Resolution No. 82-602, Personnel Policies, and applicable federal and state laws. The County shall not consider for employment any candidate who has been convicted of a felony or misdemeanor that relates to or impacts the candidate’s ability to perform the job duties of this class unless it is determined that mitigating circumstances exist. For purposes of accessing criminal history information, the candidate will be fingerprinted. A subsequent arrest notification may be obtained.

The County may also conduct a background check on the candidate prior to appointment to a position within this class. The background check may include personal and professional reference checks, credit history checks where authorized by Labor Code section 1024.5, Social Security Number verification, professional license/registration verification, military service information and driving history. Information obtained in the course of this background check will be considered by the appointing authority in the selection process. In obtaining such information, the County will comply with applicable consent and disclosure practices in the Fair Credit Reporting Act and the California Investigative Consumer Reporting Agencies Act.

License Requirement:
A valid California Driver License, Class C or higher, shall be required at the time of appointment. Failure to obtain or maintain the appropriate California Driver License, or comply with state and federal requirements for utilization, may constitute cause for personnel action in accordance with Civil Service Rules or applicable bargaining agreement. Individuals who do not meet this requirement due to disability will be reviewed on a case-by-case basis.

Probationary Period
The probationary period for this classification is six (6) months.

Application and Testing Information

• 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 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.