Community Development Commission Confidential Executive Assistant

County of Sonoma - Santa Rosa, CA

Full-time | Part-time | Temporary | Commission
Position Information
Salary
$26.06 - $31.68 Hourly; $4,532.53 - $5,510.00 Monthly; $54,390.35 - $66,119.96 Annually

Bring your customer service focused attitude and administrative skill to the Sonoma County Community Development Commission, become the Executive Director's Confidential Executive Assistant.

Starting salary up to $31.68/hour, an additional $0.90/hour "Confidential" premium on top of the hourly pay rate, plus a $600 monthly cash allowance, and a competitive total compensation package!*

What We Offer

When you join the Community Development Commission (CDC), you become part of a challenging and rewarding work environment where you gain the satisfaction of knowing that you are working to better your community. You can also look forward to excellent benefits* including:
An annual Staff Development/Wellness Benefit allowance up to $1,000 and ongoing education/training opportunities
Competitive vacation and sick leave accruals, 12 paid holidays, and an additional 8 floating holiday hours per year
Significant portion of health care premiums paid by the County and access to several health plan options
County contribution to a Health Reimbursement Arrangement to help fund post-retirement employee health insurance/benefits
Retirement fully integrated with Social Security
May be eligible for up to 8 weeks (320 hours) of Paid Parental Leave after 12 months of County employment
Eligibility for a salary increase after 1,040 hours (6 months when working full-time) for good work performance; eligibility for a salary increase for good performance every year thereafter, until reaching the top of the salary range
Become the CDC's Confidential Executive Assistant

The Community Development Commission's Executive Director is seeking a Confidential Executive Assistant to serve as his right-hand person, skillfully providing high level support to his position and other senior staff, including the Assistant Executive Director and Controller. By maintaining working knowledge of the Commissions' significant work efforts, coordinating scheduling and communications according to the Director's priorities, and anticipating business needs, this position works to align requests of the Executive Director's office with the Commission's strategic planning efforts.

Responsibilities of the Confidential Executive Assistant also include, managing incoming calls, responding to requests for meetings, managing complex and often-changing calendars, drafting meeting agendas and routine communications, making travel arrangements, submitting expense forms, and generally providing organization and confidential support to the Director. Additionally, this position supports the Commission by acting as the liaison to the members of the HOME Sonoma County Leadership Council, coordinating meetings logistics, communicating with members and interested parties, submitting legal documents and materials, taking meeting minutes, and ensuring compliance with the Brown Act.

The ideal candidate will have finely tuned interpersonal skills, discretion, and:
Experience supporting executive or other high-level managers, especially with sensitive personnel matters
The proven ability to maintain a professional demeanor in a fast paced, highly visible office
Excellent time management skills, attention to detail, and an aptitude for efficiently managing competing demands
A proven track record of exercising excellent judgment and a common sense approach to addressing challenging customer service situations
Highly effective written and verbal communication skills, and the ability to create effective written reports and meeting notes
Strong computer skills, including experience with Excel, Outlook, PowerPoint, and Word. ADA compliant document remediation experience is preferred
About the Sonoma County Community Development Commission

The CDC is dedicated to creating homes for all in thriving and inclusive neighborhoods, providing services in Rental Assistance, Ending Homelessness, and Housing and Neighborhood Investments. The:
Rental Assistance program works to provide safe, decent, and quality affordable housing and supportive services to eligible persons with limited incomes
Ending Homelessness program is responsible for setting the vision and strategic planning towards ending homelessness in Sonoma County
Housing and Neighborhood Investment program works to preserve and create affordable housing and infrastructure with investments in housing and capital projects, which ultimately connects where people live to where they work, play, and experience community
To learn more about the Commission's dedication to creating homes for all, please visit the Sonoma County Community Development Commissions' website.

This position is in the Sonoma County Community Development Commission, which is a separate entity from the County of Sonoma, and not within the Sonoma County Civil Service System. This employment list may also be used to fill future full-time, part-time, or extra-help (temporary) positions as they occur during the active status of the list.

  • Salary is negotiable within the established range. Benefits described herein do not represent a contract and may be changed without notice. Additional information can be found in the County of Sonoma Salary Resolution (SalRes). The Civil Service title of this position is Executive Secretary. County employees who wish to be considered for future positions should consider applying to this recruitment.
APPLICATION SUBMISSIONS REQUIRE THE SUPPLEMENTAL QUESTIONNAIRE BE COMPLETED.

Minimum Qualifications
Education and Experience: Any combination of education, vocational training and work experience which provides the opportunity to acquire the knowledge and abilities listed. Normally, coursework or training in secretarial, administrative support, or business management principles and practices and three or more years of general clerical work experience will provide this opportunity.

Performance Skills: The ability to type accurately at the rate of 45 words per minute is required.

License: Possession of a valid driver's license at the appropriate level including special endorsements, as required by the State of California, may be required depending upon assignment to perform the essential job functions of the position.
Knowledge, Skills, and Abilities
Thorough knowledge of: the organization, services, programs and functions of the department or agency; departmental and general clerical work practices from reference materials, procedures, guidelines, written formats, and timetables to schedule events; compile, consolidate and summarize information, authorize and/or submit claims, requisitions, payroll time reports; and answer a variety of information such as work progress, routings, application of procedures to specific situations, agendas, status of account, location of materials, and coordination of clerical support and administrative functions; the functions, timetables, workload, and priority of the administrative and professional positions served; the procedures, work practices, form and routines associated with secretarial responsibilities to one or more commissions or boards if such work has been assigned.

Working knowledge of: modern office management techniques; the principles of supervision and office practices to instruct and provide training to secretarial and general clerical positions; office equipment and filing systems; the principal administrative employee's style of writing and thinking in order to compose routine correspondence in his/her absence and to clarify wordage or sentence structure nor necessitating review.

Ability to: select, understand and apply regulations, rules, procedures, office routine and work practices to a variety of clerical support and minor administrative work functions in the department or division located; exercise discretion and good judgment in coordination and performing work assigned; independently initiate, prioritize, perform or solve problems related to deviations in work assigned in order to meet fixed or fluctuating deadlines and achieve work objectives; coordinate the submittal of a variety of information such as resolutions, reports and appeals to be heard by commission or board members and to prioritize subject matter to by heard by content and implication as well as structural format; summarize motions, divisions, appeals, and actions presented before or taken by commission or board members and to organize and transcribe such into minutes of meetings when such work has been assigned; instruct or advise co-workers in the proper routines, procedures, office practice, or step-by-step sequence to properly compile and summarize data in order to consolidate fiscal, statistical or informational data for the use of the supervisor or to comply with procedural or administrative requirements; screen and prioritize correspondence, phone calls or visitors seeking the personal attention to the supervisor and to refer matters which may be adequately handled by someone other than the supervisor to the appropriate person or department section; select, extract and organize a variety of information related to different department programs, services, or functions for the use of the supervisor in answering complaints, inquiries or preparing administrative reports; answer procedural, factual and semi-technical questions related to department services, programs, or functions; schedule appointments, maintain supervisor's calendar and coordinate calendared events with other departments, agencies, private concerns and affected individuals; compose correspondence in answer to routine inquiries or complaints; recognize and know the purpose of standardized forms related to department services, functions and programs; deal with the general public and co-workers in a tactful, courteous and effective manner; safeguard classified materials or contents of closed or sealed meetings; independently set-up, prepare and summarize control records such as department, division or sectional budget, expenditures, fund, or revenue records, personnel and time and leave records, production output, census and statistical records, and purchasing and inventory control records; take verbatim dictation may be required in some positions.

Ability may be required of incumbent to recognize and take verbatim dictation during board or commission meetings as need.

Ability may be required to witness and attest the authenticity of signatures, power of attorneys, or legalities of written documents or instructions.
Selection Procedure & Some Helpful Tips When Applying
Your application information and your responses to the supplemental questions are evaluated and taken into consideration throughout the entire selection process.
You should list all employers and positions held within the last ten years in the work history section of your application and should be as thorough as possible when responding to the supplemental questions.
You may include history beyond ten years if related to the position for which you are applying. If you held multiple positions with one employer, list out each position separately.
Failure to follow these instructions may impact your competitiveness in this process or may result in disqualification.
Please visit Getting-a-Job with the County of Sonoma to review more detailed information about the hiring process, including the application process, examination steps, and department selection process.

APPLICATION SUBMISSIONS REQUIRE THE SUPPLEMENTAL QUESTIONNAIRE BE COMPLETED.

Responses to supplemental questions will be scored using position-specific criteria. Please provide specific and detailed responses of a reasonable length to allow for thorough assessment of your qualifications. Responses which state "See Resume" or "See Application" may be considered insufficient and therefore may not be scored.

The selection procedure will consist of the following examination:

An Application & Supplemental Questionnaire Appraisal Examination (weight 100%) will be conducted to evaluate each applicant's application and supplemental questionnaire for satisfaction of minimum qualifications (pass/not pass); and for educational coursework, training, experience, knowledge, and abilities which relate to this position. Each applicant will be evaluated based on the following criteria:
Relevance of work history, related experience, and achieved level of education and/or training as described in the application and responses to the supplemental questions.
Candidates demonstrating possession of the minimum qualifications will be placed on an employment list in order of most qualified to least qualified based on the achieved score received in the Application & Supplemental Questionnaire Appraisal Examination. Scores may be adjusted based on such factors as number of candidates, anticipated vacancies, past practice, and natural breaks in the scores achieved by this group of candidates.

ADDITIONAL INFORMATION

A background investigation is required prior to employment. Candidates referred to departments for a selection interview are typically required to sign authorization and release forms enabling such an investigation. Failure to sign prescribed forms will result in the candidate not being considered further for that vacancy. Reference information will not be made available to applicants.

Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer are contingent will be outlined in the conditional job letter. You may also review the Job Classification Screening Schedule to determine the requirements for this position.

HOW TO APPLY

Applications are accepted on-line at: www.yourpath2sonomacounty.org. Paper applications may be submitted by person, fax (707-565-3770), email, or through the mail. All applications and appropriate supplemental information as outlined in the job bulletin must be RECEIVED by the time and date specified on the first page of this job announcement. Applications received after the recruitment closes will not be accepted.

The County of Sonoma prioritizes and is committed to continuously providing a workplace where equal employment opportunity is afforded to all people. Please view the County's Equal Employment Opportunity Policy for further information.

HR Analyst: CG
HR Technician: AC