Secretary - Advanced Level

  • Contra Costa County Human Resources Department
  • Concord, California
  • Jun 03, 2019
Full Time Administration and Management Clerical and Administrative Support Entry-Level, Executive
  • Salary: $4,001.99 Monthly
  • Salary Top: $5,122.88
  • Phone: 925-335-1720
  • Apply By: Jun 16, 2019

Summary

Applications will be accepted from June 3, 2019 – June 16, 2019
Bargaining Unit: Local 2700 - General Clerical Unit

Are you interested in pursuing a new opportunity and a career in public service?  Contra Costa County is seeking talented and qualified individuals to fill Secretary vacancies in multiple departments throughout the County. Secretary-Advanced is the top working level in the Secretary series. Incumbents in this position are typically well experienced in performing a variety of complex secretarial work of a highly responsible nature, under limited supervision.

The ideal candidate will possess the following:

  • Attention to detail and consistency
  • Ability to problem solve
  • Effective communication skills both in writing and orally
  • Demonstrate ethical behavior and ability to work with a variety of individuals
  • Adapts easily to varied and changing priorities
  • Demonstrate excellent time management skills
  • Ability to adapt to changes in the work environment
  • Ability to type 40 actual net words per minute
    • Applicants must complete a timed typing test validating the ability to type at least 40 actual net words per minute. To complete the test visit https://es.eskill.com/es/quiz/?testId=fca5ea7d4fbf0fb9
    • Test results will be sent to you via email, please attach them to your application.


Read the complete job description at: https://www.governmentjobs.com/careers/contracosta/classspecs/3911

The eligible list established from this recruitment may remain in effect for six (6) months and may be used to fill other clerical positions including:

  • Secretary - Journey Level ($3,466- $4,778),
  • Clerk - Experienced Level ($3,082- $3,824)


TENTATIVE EXAM DATESTentative Written Exam Open: June 27, 2019  
Tentative Oral Panel Interview: July 17-19, 2019

Job Description

  • Initiates and proofs correspondence for manager's signature
  • Composes draft correspondence, memoranda and other written materials based on knowledge and understanding of departmental activities
  • Prepares and assists in the preparation of reports, recommendations and other written material by researching information, compiling and organizing content and performing or coordinating clerical work essential to their preparations
  • Develops and prepares or directs the preparation of agenda and notices of meetings and other information for committees, boards and other groups
  • Attends meetings and takes detailed minutes for transcription and distribution.
  • Develops, maintains, and revises filing and record systems requiring knowledge of technical and program information
  • Assures that accurate indexing and record controls are in place to expedite efficient retrieval
  • Pulls appropriate file/referenced material upon receipt of incoming correspondence
  • Identifies and combines related documents and correspondence and may have authority to make decisions on records maintenance with little or no direction form the manager
  • Handles a wide variety of correspondence which may require knowledge of policies or procedures and develops non-standard responses requiring research
  • May have authority to initiate independent correspondence with little direction or review by manager
  • Screens telephone calls and visitors by asking pertinent questions to determine whether manager needs to be notified and then handles those determined to be routine
  • May interrupt to inform manager that an important call or visitor is waiting
  • May act as a representative for the manager on occasion and provide a summary of the proceedings from meetings
  • May have authority to make specific pre-agreed upon decisions at meetings on behalf of the manager
  • May review and manage incoming mail with responsibility for sorting, screening and routing
  • May have access to confidential information which, if used indiscriminately, could result in embarrassment to the manager, legal action, loss of political advantages or loss of revenue or grant funds
  • Maintains the manager's appointment calendar and schedules meetings under general guidelines
  • May have discretion to screen meetings and make referrals
  • Prioritizes appointments and protects free time for the manager
  • Schedules follow-up material for manager requiring some knowledge of programs and policies
  • Relieves manager of administrative and office detail
  • May requisition supplies and maintain records of expenditures
  • Acts as lead secretary, providing direction to subordinate clerical personnel on specific assignments
  • Performs other clerical tasks as assigned

Job Requirements

Education: Possession of a high school diploma, GED equivalency or a high school proficiency certificate.
 
Experience: Advanced Level: Three (3) years of full-time (or the equivalent of full-time) secretarial or office clerical experience.
 
Other Requirements: The ability to type at a net speed of not less than 40 words per minute from clear manuscript of printed or typewritten copy.

Special Instructions

Please mention you found this employment opportunity on the CareersInGovernment.com job board.

Apply online: https://www.governmentjobs.com/careers/contracosta/jobs/2463242/secretary-advanced-level?

Additional Information

  1. Application Filing: All applicants must apply on-line at www.cccounty.us/hr and submit the information as indicated on the job announcement by the final filing date.
    1. Applicants must complete a timed typing test validating the ability to type at least 40 actual net words per minute. To complete the test visit https://es.eskill.com/es/quiz/?testId=fca5ea7d4fbf0fb9
    2. Test results will be sent to you via email, please attach them to your application.
  2. Application Evaluation: Depending on the number of applications received, an Application Evaluation Board may be convened to evaluate and select the best-qualified candidates for invitation to the next phase of the examination.
  3. Written Examination: May include multiple-choice questions, writing proficiency test, and scenario based competency/behavioral questions. Test items may consist of the following assessment categories: Reading and Understanding Written Material, Email Etiquette, Business Communication, Microsoft Office Skills using: Outlook and Word. Candidates must receive a score of at least 70, which may be an adjusted score, in order to be ranked on the employment list.
  4. Oral Interview: Conducted by a Qualifications Appraisal Board who will evaluate candidates in job-related areas. Candidates must receive a score of at least 70, which may be an adjusted score, in order to be ranked on the employment list.

The Human Resources Department may change the examination steps noted above in accordance with the Personnel Management Regulations and accepted selection practices.
 CONVICTION HISTORY
After you receive a conditional job offer, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction conflicts with the specific duties and responsibilities of the job for which you have received a conditional job offer. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances. Having a conviction history does not automatically preclude you from a job with Contra Costa County. If you accept a conditional job offer, the Human Resources department will contact you to schedule a fingerprinting appointment.
 
DISASTER SERVICE WORKER
All Contra Costa County employees are designated Disaster Service Workers through state and local law. Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

EQUAL EMPLOYMENT OPPORTUNITY
 It is the policy of Contra Costa County to consider all applicants for employment without regard to race, color, religion, sex, national origin, ethnicity, age, disability, sexual orientation, gender, gender identify, gender expression, marital status, ancestry, medical condition, genetic information, military or veteran status, or other protected category under the law.

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