JOB
The list developed from this recruitment will be used for a limited period to fill open and promotional, regular full-time, and part-time positions, should they occur. This position receives an additional 5% Confidential premium.
Under the general direction of the Chief Executive Officer, this position is responsible for the effective functioning of the County Executive Office: planning, executing, and monitoring all administrative support activities; producing written materials for internal and external use; scheduling meetings and work production; developing and implementing office policies and procedures; working with department heads, Board members, County employees, and community members.
Supervisor Academy is mandatory for all supervisors and consists of nine courses that must be completed within two years. Participation is required and completed during work hours.
EXAMPLE OF DUTIES
The examples may not cover all the duties that may be performed:-
Provides administrative and secretarial support to the Chief Executive Officer, Assistant Chief Executive Officer, associated managerial and professional staff; handles designated administrative matters by following up on projects, transmitting information, and keeping informed of pertinent activities.
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Oversees the daily office procedures and workflow of the department and provides complex administrative assistance and support to the Executive Office; makes recommendations to assist management in making needed improvements and assists in resolving administrative issues.
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Plans, organizes, coordinates, directs, and reviews the work of office support staff, setting priorities to ensure deadlines are met; trains office staff in work procedures; provides input in selection, evaluation and disciplinary matters.
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Receives and screens visitors and telephone calls, providing information and resolving complaints, which regularly requires the use of judgment and the interpretation and application of policies and procedures.
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Researches, compiles and summarizes a variety of informational or statistical materials, including varied, complex, sensitive, and/or confidential information and prepares various reports, utilizing online or personal computer systems.
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Maintains CEO/ACEO calendars, scheduling and arranging for meetings and conferences; makes travel arrangements for Executive Office staff; prepares invoices, payments, reimbursement forms; maintains financial records of expenses for members of the Executive Office; prepares a semi-annual report for the Auditor's Office of meal and mileage expenses.
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Organizes meetings by notifying participants, making room arrangements, preparing and supplying required informational materials including: agendas, resolutions, ordinances and other documents for submission to the County Executive Office and Board of Supervisors.
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Works with Executive Office staff and Board members for the purpose of scheduling, coordinating, and producing projects, programs, meetings and events; may attend such meetings and prepare minutes and may represent the Executive Office at such meetings.
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Prepares agreements requested by members of the Board of Supervisors between the County and outside persons and/or agencies, ensuring that they are properly executed and, if necessary, prepares associated payments; maintains all delegated agreements executed by the Executive Office, and prepares monthly reports as necessary.
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Maintains detailed records of funds for special projects, preparing reports for the Board of Supervisors and Auditor as requested, and preparing reports and/or supplying information for audit purposes.
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Initiates correspondence independently for signature by the Chief Executive Officer, Assistant Chief Executive Officer and professional Executive Office staff; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
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Receives incoming correspondence, attaches appropriate supporting documentation, and distributes to Chief Executive Officer and Executive Office staff as appropriate.
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Organizes and maintains various legal, administrative, reference, and follow-up files for projects, the budget, and all activities of the Executive Office; purges files as required; maintains and updates Administrative Policy Manual.
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May assist with the departmental and associated budgets.
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Processes and maintains all confidential personnel records for the department, including generating personnel transactions; directs office administrative activities such as organizing and maintaining confidential and administrative files.
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Purchases and maintains inventory records for office supplies, furniture, computer and related equipment for Executive Office, oversees petty cash for Executive Office.
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Performs other related duties as assigned.
MINIMUM QUALIFICATIONS REQUIRED
Education and Experience:
Associate's degree from an accredited college or university in Business Administration, Public Administration or related field, AND, at least four (4) years of progressively responsible experience performing significant and progressively responsible complex administrative, clerical support duties which required a high level of independent judgment;
OR
A combination of related education, training and experience that provides the required knowledge, skills, and abilities to perform the essential functions of the job.
Licenses and Certifications:
Valid Driver's License
SUPPLEMENTAL INFORMATION
Important Application Information:
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It is your responsibility to demonstrate through your application materials how you meet the minimum qualifications of the position/s for which you apply.
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You must complete all sections of the application. A résumé or other information you feel will help us evaluate your qualifications may be attached to your completed application, but will not be accepted in lieu of completing any part of the application. Blank applications that contain only a résumé or those that reference “see résumé” will be rejected as incomplete.
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Check your application before submitting to ensure it is complete and correct; no new or additional information will be accepted after the closing date.
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Inquiry will be made of your former and current employers; please provide the names and telephone numbers of supervisors on your application.
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You must provide the names and contact information of at least three (3) references (not relatives) that have knowledge of your job skills, experience, ability and/or character.
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Application materials are the property of Mendocino County and will not be returned.
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It is your responsibility to keep your NEOGOV profile updated, including any changes to your telephone number or address. Failure to do so may result in missed notification of exams or interviews.
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The exam process listed on this flyer is tentative. Mendocino County reserves the right to make necessary modifications to the examination plan. Such revisions will be in accordance with approved personnel standards. Should a change be made, applicants will be notified.
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The provisions of this job bulletin do not constitute an expressed or implied contract.
Examination Process: All complete applications will be reviewed; incomplete applications will not be considered. Based on the number of qualified candidates, applicants meeting the job requirements and qualifications will be invited to participate in an oral examination (weight 100) or an application appraisal exam, consisting of an evaluation of education and experience as stated on the application form. The examination process will test the knowledge and abilities described above. A minimum score of 70 must be attained for placement on the employment list.
Special Testing: The County of Mendocino is committed to the full inclusion of all qualified individuals. In accordance with the Americans with Disabilities Act (ADA) and California’s Fair Employment and Housing Act (FEHA), if special accommodations for a disability or religious conviction are necessary at any stage of the application and/or testing process, please notify the Human Resources Department in advance at (707) 234-6600. Reasonable notice is required to allow adequate time for review and evaluation of your request.
Special Requirements: Employment in some County departments or positions may require the successful completion of a pre-employment criminal background, which may include fingerprinting, and/or a medical examination, which may include drug screening.
This announcement is a synopsis of duties and requirements of this job. To review the complete classification specification and benefits, please see the HR website. Applications must be submitted to the Human Resources Department by the final filing date.
The County of Mendocino participates in the E-Verify program to confirm employment eligibility. If hired, the information you provide on your Form I-9 will be used to verify your authorization to work in the United States.
Learn more:
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E-Verify Notice of Participation (Download PDF reader)
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Right to Work (Download PDF reader)
The County of Mendocino is an Equal Opportunity Employer
