Living in Placer County from Placer County Video Portal

The Placer County Clerk-Recorder-Elections Department is seeking an Executive Assistant to provide direct support to the Elected Clerk-Recorder-Registrar of Voters. The ideal candidate will exhibit exemplary communication skills, forward-thinking, and a collaborative mindset. This position requires strong engagement with staff and community partners alike to support the mission of the Clerk-Recorder-Elections Department.

The eligible list created by this recruitment may be used to fill future County-wide vacancies for both temporary/extra-help and permanent positions.

Temporary/Extra-help assignments are limited to 28 hours per week with a cap of 999 hours (or 960 hours for CalPERS retired annuitants) in a fiscal year and are not eligible for benefits. Extra-help appointments made from this eligible list may transition to permanent status, should vacancies arise.

Placer County offers a comprehensive benefits package to employees. The following information represents benefits currently available to permanent Placer County employees and may be subject to change. Applicants should inquire as to the most current benefit package during hiring interviews or by contacting the Human Resources Department.

To perform specialized para-professional administrative duties in support of a department head and executive staff; to perform a variety of highly responsible and complex clerical, secretarial and administrative duties for a department; and may assign and review the work of assigned clerical staff.

Positions at this level are distinguished from other classes by the analytical nature of the work performed as well as providing administrative support to a department head. Individuals in this position must keep multiple tasks on schedule, use tact and judgment, and preserve the confidentiality of sensitive information.

Receives direction from assigned department head and executive level staff.

May exercise direct supervision over assigned secretarial and clerical staff.

• Perform a wide variety of complex, responsible, and confidential secretarial and administrative duties for executive and other management staff.
• Research, compile and analyze background data; perform routine and special administrative projects for management; prepare independent draft reports and documentation; maintain records and files regarding department administrative activities.
• Screen calls, visitors, and mail; respond to complex requests for information; log complaints and coordinate responses.
• Interpret and explain County and department policies, rules, and regulations in response to inquiries; refer inquiries as appropriate.
• Independently respond to letters and general correspondence not requiring the attention of executive staff.
• Recommend and assist in the implementation of goals and objectives; establish schedules and methods for office operations; implement office policies and procedures.
• Plan, prioritize, assign, supervise and review the work of assigned staff; conduct employee evaluations.
• Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various reports on operations and activities.
• Participate in the selection of staff; provide or coordinate staff training; work with employees to correct deficiencies; recommend disciplinary action and implement discipline procedures as directed.
• Coordinate and make travel arrangements; submit spend authorizations and expense reports; maintain appointment schedules and calendars; arrange meetings and conferences.
• Order supplies, equipment, and services for the department.
• May maintain payroll records; establish and maintain staff personnel files and records for management.
• Provide support to a Brown Act compliant board or a commission including clerking, posting legal notices, preparing agendas, assembling background materials, and typing minutes of meetings as assigned; update the County website with board or commission agendas in compliance with the Brown Act requirements.
• Perform clerical duties related to department activities such as typing, filing, and distributing executive staff mail.
• Participate and assist in the development and administration of a department budget; prepare budget reports; compile annual budget requests; monitor and control expenditures.
• Maintain, track, and distribute badges, office keys, and fobs.
• Assist in developing staff reports for submittal to the County Executive Office, County Counsel, and/or Board of Supervisors; prepare reports, assemble background materials, and compose first drafts; oversee the preparation of packets for the Board of Supervisors or other Commission meetings from start to finish.
• May support the divisions reporting to the Department Head as needed.
• Build and maintain positive working relationships with co-workers, other County employees and the public using principles of good customer service.
• Perform related duties as assigned.

It is the responsibility of applicants to identify in their application materials how they meet the minimum qualifications listed below.

Experience and Training
Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Experience: Five (5) years of increasingly responsible secretarial, and/or clerical experience, including one year of office management and/or supervisory experience.

Training: Equivalent to the completion of the twelfth grade preferably supplemented by course work in business, accounting or a related field.

Required License or Certificate:
May need to possess a valid driver’s license as required by the position. Proof of adequate vehicle insurance and medical clearance may also be required.

Knowledge of:

• Principles and practices of routine analytical research.
• Principles and practices of report writing.
• English usage, spelling, grammar, and punctuation.
• Modern office methods, procedures, computer equipment, and meeting software applications.
• Business letter writing.
• Principles and practices of bookkeeping.
• Principles and practices of budget monitoring.
• Principles and practices of office management.
• Pertinent County functions, policies, rules and regulations.
• Principles and practices of supervision and performance management.

Ability to:

• Understand the organization and operation of the County and of outside agencies as necessary to assume assigned administrative responsibilities.
• On a continuous basis, know and understand all aspects of the job; intermittently review documents related to department operations; understand, identify, interpret, explain, and problem solve office practices, policies, and procedures; recall and utilize a variety of information; work under time pressure and complete a high volume of tasks with frequent interruptions; focus on a single task for long periods of time.
• On a continuous basis, sit at a desk or in meetings for long periods of time; intermittently walk, stand, twist, squat, stoop, kneel, bend, crouch, crawl, and reach; perform simple grasping and fine manipulations; speak, use a telephone and write or use a keyboard to communicate; see and hear with sufficient acuity to perform essential job functions; lift light weight.
• Compose general correspondence and letters.
• Learn and implement rules and regulations governing Ralph M. Brown Act meetings.
• Preserve confidentiality of sensitive material routinely encountered as part of work assignments.
• Develop and recommend policies and procedures related to assigned office operations.
• Supervise, train, and evaluate assigned staff.
• Analyze situations carefully, recommend solutions, and adopt effective courses of action.
• Plan, organize, and schedule priorities in the office.
• Compile and maintain complex and extensive records and prepare reports.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Work with various cultural and ethnic groups in a tactful and effective manner.
• Prepare agendas, take notes and write summaries of meetings.
• Type accurately at a speed necessary for successful job performance.

Training & Experience Rating (100%)

Based upon responses to the supplemental questionnaire, the applicant’s education, training, and experience will be evaluated using a pre-determined formula. Scores from this evaluation will determine applicant ranking and placement on the eligible list.

Prior to the date of hire, applicants must undergo a fingerprint test by the Department of Justice, pass a medical examination (which may include a drug screening and possibly a psychological evaluation), sign a constitutional oath, and submit proof of U.S. citizenship or legal right to remain and work in the U.S. For some positions, applicants may also be required to submit proof of age, undergo a background investigation (which may include a voice stress analysis and/or a polygraph), and/or be bonded. Additionally, positions in law enforcement classifications and those supporting law enforcement functions will be required to complete a conviction history questionnaire prior to or during the interview process. Applicants for positions with access to Medi-Cal billing software or who are licensed providers must clear the Federal Exclusion List, credentialing, and social security verification. Failure to clear these requirements may result in an employment offer being withdrawn.

The eligible list resulting from this recruitment may be certified as a substitute list for a substantially similar classification. For this purpose, a substantially similar classification is one at a lower level in the same classification (example: entry level vs. journey level) and/or a similar classification (similar work performed, similar training and experience qualifications required). If you are contacted for an interview by a County department, you will be informed of the classification and other relevant information. If you choose not to interview for a substantially similar classification, you will remain on the eligible list for which you originally applied.

Placer County offers an expedited process for qualifying certain applicants for interviews. Candidates currently employed, or employed within the last year, by a public agency operating under a personnel civil service or merit system may be eligible to be placed on a Public Agency Eligible List and certified as eligible for appointment to a similar job assignment without going through the examination process.

Thank you for your interest in employment with Placer County. Placer County is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of Placer County that harassment, discrimination, and retaliation are prohibited and that all employees, applicants, agents, contractors, and interns/volunteers shall receive equal consideration and treatment. All terms and conditions of employment, including but not limited to recruitment, hiring, transfer, and promotion will be based on the qualifications of the individual for the positions being filled regardless of gender (including gender identity and expression), sexual orientation, race (including traits historically associated with race, including, but not limited to, hair texture and protective hairstyles such as braids, locks, and twists), color, ancestry, religion (including creed and belief), national origin, citizenship, physical disability (including HIV and AIDS), mental disability, medical condition (including cancer or genetic characteristics/information), age (40 or over), marital status, military and/or veteran status, sex (including parental status, pregnancy, childbirth, breastfeeding, and related medical conditions), reproductive health decision making, political orientation, or any other classification protected by federal, state, or local law. Please contact the Human Resources Department at least 5 working days before a scheduled examination if you require accommodation in the examination process. Medical disability verification may be required prior to accommodation.