Administrative Secretary

County of Alameda - Oakland, CA3.9

Full-time
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MINIMUM QUALIFICATIONS
Either I

The equivalent of one year of full-time experience in the class of Secretary II or two years in the class of Secretary I, or an equivalent or higher level clerical class in Alameda County classified service, that requires a typing proficiency level of not less than 40 wpm. (Non-classified includes the District Attorney’s Office, Hospital Authority, and the Consolidated Courts.)

Completion of the Alameda County Management Academy “Management & Supervision Certificate Program” may substitute for six (6) months of the required qualifying experience.

Or II

Education:
Successful completion of a comprehensive secretarial training program at an accredited Community College, or recognized certified business school, AND

Experience:
The equivalent of four years’ full time increasingly responsible clerical experience comparable to the County's Secretary II classification. (Additional extensive secretarial experience can be substituted on a year-for-year basis for the educational requirement.)

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.
KNOWLEDGE AND SKILLS
The most suitably qualified candidates will possess the following competencies:

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.

Knowledge of:
  • Modern office practices and procedures, including business correspondence, record keeping systems, and standard office equipment operations.
  • Correct English usage, including spelling and grammar; business letter writing and proper format for typed materials.
  • Word processing and/or spreadsheet applications.
  • Principles of managing and coordinating secretarial aspects of a large or complex program.
  • Organization and functions of County government.
Ability to:
  • Perform difficult clerical work involving independent judgment; type with speed and accuracy at not less than 40 words per minute.
  • Prepare clear and comprehensive reports; draft, compose and edit correspondence from brief oral or written instructions, using word processing applications.
  • Speak clearly and concisely to obtain and relay information.
  • Maintain personnel and other record files.
  • Identify and correct errors in English usage, grammar, and mathematical calculations in a variety of documents.
  • Organize and prioritize work load; complete work under time deadlines.
  • Learn to interpret and apply laws, rules, and written directions to specific situations.
  • Establish and maintain effective working relationships with co workers and the general public.
  • Assist in devising and keeping office records of a confidential nature; maintain confidentiality.
  • Evaluate demands on an Administrator's time; arrange his/her schedule accordingly.
  • Work with officials and the general public in routine, emergency, and emotional situations.
  • Take responsibility and use good judgment in recognizing scope of authority.
SELECTIVE CERTIFICATION CRITERIA

Some positions require the ability to take shorthand at a speed of not less than 80 words per minute and transcribe it accurately via shorthand or dictation recording equipment.

EXAMINATION COMPONENTS

The examination will consist of the following steps:
A review of candidates’ application to verify possession of minimum requirements. Those candidates who possess the minimum requirements for the class will move on to the next step in the examination process.
A qualifying only (pass/fail) computer skills assessment that will evaluate the candidates' ability to use Microsoft Outlook, Word and Excel, and the ability to type a minimum of 40 net words per minute. Only candidates who pass the computer skills assessment will be invited to the oral interview process.
An oral interview which will be weighted as 100% of candidate’s final examination score. The oral interview may contain situational exercises.