Administrative Assistant - Butte County, CA : Job Details

Salary : $38,334.40 - $51,376.00 AnnuallyLocation : Oroville/Chico Area, CAJob Type: Regular HelpJob Number: 251#######Department: Department of Employment & Social ServicesOpening Date: 01/27/2025Closing Date: 2/10/2025 11:59 PM Pacific SummaryThe eligibility list created from this recruitment may be used to fill any current or future vacancies in ANY Butte County Department. Note: A training and experience evaluation may be utilized to determine an applicant's ranking among qualified candidates. Based upon information provided in this application including responses to supplemental questions, an applicant's education, training and experience (full-time equivalent) may be evaluated. Applicants should provide thoughtful and thorough responses to supplemental questions as they play an important role in this recruitment process. All qualifying work experience that is described or included in responses to supplemental questions MUST also be included and detailed in the Work Experience section of this application. See Resume is not an acceptable response for any supplemental question. FLSA: Non-ExemptDEFINITION Under general supervision, performs a variety of administrative and office support duties requiring knowledge of assigned department, its procedures, and operational details; composes and prepares various correspondence and reports; provides information to the public and staff; and performs related duties as assigned. SUPERVISION RECEIVED AND EXERCISEDReceives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff. CLASS CHARACTERISTICSThis is the journey-level classification in the Administrative Assistant series. Positions at this level perform the full range of duties as assigned, work independently, and exercise judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Senior Administrative Assistant in that the latter performs the more complex work assigned to the series and serves as the primary administrative support to an assigned department head. Essential Job FunctionsEXAMPLES OF TYPICAL JOB FUNCTIONSTypical functions may include any of the following tasks, knowledge, abilities, and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

• Composes, formats, tracks, and prints a variety of documents, reports, correspondence, memoranda, requests for proposals, agreements, contracts, specifications, grant applications, manuals, charts, spreadsheets, and other documents and materials.
• Edits, revises, and proofreads materials for accuracy, completeness, compliance with department, division, program, and County policies, as well as for format, grammar, punctuation, and spelling.
• Serves as the point of contact for assigned department/division/program; receives, processes, and responds to public records requests, complaints, and other requests for information; researches and organizes information; coordinates resolution to problems and issues.
• Explains, interprets, and applies federal, state, and local laws, rules, and regulations, and department, division, program, and/or County policies and procedures relevant to assigned area of responsibility.
• Prepares and processes reports, forms, records, applications, and supporting documentation related to assigned area of responsibility; verifies and reviews reports, forms, records, and applications for completeness and conformance with established regulations and procedures.
• Maintains calendars and makes meeting arrangements; schedules meetings between County staff and management and other groups or organizations; arranges for necessary set-up of equipment and materials at meetings.
• Prepares and coordinates travel and training requests; confirms travel arrangements for conferences and business trips; tracks training attendance and completion; compiles expense reports and prepares staff reports.
• Serves as recording secretary and provides staff support for assigned committees/commissions including preparing, posting, and distributing public hearing notices, agendas, and informational packets, preparing staff reports, coordinating meeting logistics and room set-up, attending meetings, taking and transcribing minutes, and processing action items.
• Performs various budget and fiscal support work for assigned department/division/program, such as monitoring budgets, grants, and fund/account balances; processes accounts payable/receivable; generates purchase orders; assigns account codes and processes reimbursements, payment vouchers, check requests, and invoices in accordance with department, division, program, and/or County policies and procedures; prepares bank deposits; assists department management and staff in preparation of annual budget documents.
• Performs various duties associated with payroll, risk management, and human resources administration, which may include establishing and maintaining confidential employee records, reviewing and processing employee time records, processing department payroll, and processing recruitment and selection, performance management, training and development, leave management, workers' compensation, and related transactions and paperwork.
• Serves as administrator for assigned department/division information systems and databases, including setting up and generating reports, updating and maintaining access rights to users and user groups, and participating in business process and system updates.
• Organizes and maintains accurate and detailed databases, electronic and physical files, and records; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules including archiving, scanning, and destructing files.
• Researches, compiles, and summarizes data from various sources and prepares a variety of reports according to established procedures and practices.
• Performs a variety of office support duties such as ordering and maintaining office and other related supplies and screening calls, visitors, and incoming mail and email correspondence.
• Completes special projects as assigned.
• Performs related duties as assigned.

Minimum Qualifications Knowledge of:

• Modern office practices, equipment, and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• Operations, services, programs, policies, procedures, and processes of the department, division, or program to which the position is assigned.
• Business correspondence writing and the standard format for reports, correspondence, agendas, and related documents.
• Methods of preparing and processing various records, reports, forms, and other documents specific to assigned department, division, or program.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Business arithmetic and basic statistical techniques.
• Principles and practices of data collection and recordkeeping.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

Ability To:

• Perform varied and responsible administrative and secretarial support work, requiring the use of independent judgment and discretion, with accuracy and speed.
• Compose clear and concise reports, correspondence, procedures, and other written materials independently or from brief instructions.
• Prepare and process various records, reports, forms, and other documents specific to assigned department, division, or program.
• Maintain confidentiality of information received.
• Research and compile department/division/program-specific information from a variety of sources.
• Understand, interpret, explain, and apply all pertinent laws, regulations, codes, and ordinances and County policies and procedures relevant to work performed.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Make accurate mathematical and basic statistical computations.
• Establish and maintain a variety of filing, recordkeeping, and tracking systems.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:Equivalent to completion of the twelfth (12th) grade; and Three (3) years of increasingly responsible experience performing administrative or secretarial duties or three (3) years of increasingly responsible clerical or office assistant experience at a level equivalent to the County's class of Office Assistant II. Certifications and Licenses:

• A position in the class may require possession of a valid California Driver's License.

Environmental Factors and Conditions/Physical Requirements PHYSICAL DEMANDS

• Mobility to work in a standard office setting and use standard office equipment, including a computer; primarily a sedentary office classification although standing in work areas and walking between work areas may be required; occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information; ability to lift, carry, push, and pull materials and objects up to 10 pounds.
• Vision to read printed materials and a computer screen.
• Hearing and speech to communicate in person and over the telephone.
• Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.

WORKING CONDITIONS

• Office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

EQUIPMENT AND TOOLS UTILIZED

• Equipment utilized includes personal computer and standard office equipment.

Disaster Service WorkerAll Butte County employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). 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.Teamsters-General Unit THESE BENEFITS DO NOT APPLY TO EXTRA HELP EMPLOYEESPublic Safety Dispatcher Pay:POST Dispatcher Certificate: 2.5% Communication Training Officer, 3.5% Intermediate, 4.5% Advanced.Salary Step Increases: The beginning salary and the top of the salary range are usually shown on the job announcement. Upon satisfactory service, salary increases of approximately 5% may be given annually until the top of the salary range has been attained. Boot Allowance: $200.04 for each year, paid in monthly installments. For eligible classifications only.Holidays: 12 paid holidays per year. Vacation: 0-4.99 years: 15 days/yr.; 5-9.99 years: 20 days/yr.; 10-19.99 years: 25 days/yr.; 20+ years: 27 days/yr. Note - accrued vacation leave may not be used until after six months of employment.Sick Leave: 96 hours of sick leave are earned each year with no maximum accrual.Bereavement Leave: Maximum of 40 hours for each occurrence in the immediate family.Health Plan including Dental Insurance and Vision Insurance: Coverage under the Butte County Health Plan is for employees and their eligible dependents. Depending upon the plan selected by the employee, the County contributes a substantial amount of the total cost of the complete health package, which consists of medical, vision, and dental insurance. Currently, the amount the County contributes for family coverage is $1342.00/month. For those employees who have health coverage from other sources, and who elect to not participate in the Butte County Health Plan, the County offers a monthly taxable Cash-Back allowance. The current of the taxable Cash-Back allowance is $503.34 per month (prorated for less than fulltime employees). This benefit is $300 per month for Employees hired on or after January 1, 2014.Life Insurance: The County provides $25,000 in life insurance with additional coverage available at a minimal cost.Retirement: The County is in the Public Employees' Retirement System (CalPERS) coordinated with Social Security. Classic Members - 2% @ 55. Final compensation based on Single Highest Year. Employee responsible for full 7% employee share effective 1/1/2013. New Members to PERS- 2% @ 62. Final compensation based on Highest Three Year Average. Employee responsible for one half (1/2) the normal cost of the CalPERS Pension. New Member is defined by law (PEPRA) as an 1) individual who has never been a member of any public retirement system prior to 1/1/2013 or 2) An individual who becomes a member of a public retirement system for the first time on or after January 1, 2013, and who was previously a member of a public retirement system, but who was not subject to reciprocity. or 3) An individual who was an active member in a public retirement system and who, after a break in service of more than six months, returned to active membership in that system with a new employerDeferred Compensation:The County offers a 457 Deferred Compensation program. Deposits into this plan are strictly voluntary and are made through a payroll deduction on a tax-deferred basis. The County does not make contributions to the employees' Deferred Compensation accounts. Disability Insurance:For short-term disability, the County participates in California State Disability Insurance (SDI) fund. County employees are also covered by an employee-paid long-term disability program. The long-term disability insurance benefit is 60% of the disabled employee's biweekly wage. Flexible Spending Program:County employees can elect to participate in a Flexible Spending Program. This program allows employees to use pre-tax dollars to pay for certain health care and/or dependent care expenses. In addition, employees can choose to have their portion of the monthly Health Plan premium withheld from their checks on a pre-tax basis as well. Generally, employees who participate in the Flexible Spending Program have less taxes withheld for their payroll checks than if they had elected not to do so. Tuition Reimbursement: Up to $500/year.Employee Assistance Program (EAP): The County of Butte provides an Employee Assistance Program (EAP) for employees and their eligible dependents. The EAP offers confidential, professional counseling services.Refer to specific labor agreements (Teamsters-General) for additional benefit information.BUTTE COUNTY IS AN EQUAL OPPORTUNITY EMPLOYERAny information on this page or links is subject to change without notice.Butte County Human Resources Department3 County Center Drive, Oroville, CA 95965(530) ###.####Comments, please email: 01 Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:Equivalent to completion of the twelfth (12th) grade; andThree (3) years of increasingly responsible experience performing administrative or secretarial duties or three (3) years of increasingly responsible clerical or office assistant experience at a level equivalent to the County's class of Office Assistant II.Please explain how you meet the minimum qualifications listed. In your explanation, please include reference to work experience detailed in this application. 02 Your responses to the following questions and any information in your application may be used to make a better assessment of your qualifications. This questionnaire may be used to rate your qualifications and to determine your ranking on the eligible list. Thus, it is to your advantage to be as clear and thorough as possible when completing the supplemental questions.Has you work experience included any of the following? Select all that apply.

• Calendar maintenance; scheduling
• Business letter writing
• Counter reception duties
• Process confidential data
• Hard copy and electronic file recordkeeping
• Computer data entry
• Office accounting duties
• Assists in responding to public records requests
• Purchase orders and invoices, opening and distributing mail, processing outgoing mail
• Ordering and maintaining inventory of supplies
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar
• Business arithmetic
• Researches, compiles, and summarizes data from various sources
• administrative support to a major department or division head
• None of the above

03 What answer best describes your experience performing clerical, administrative or secretarial duties?***One year of full time experience equals 2,080 hours.

• Less than one year
• 1-2 years
• 2-3 years
• 3-4 years
• 4-5 years
• 5-6 years
• more than 7 years

04 What is your highest level of education?

• High school diploma or GED equivalent
• Some college
• Associate's degree
• Bachelor's degree
• Master's degree or higher
• None of the above

05 How did you discover this job opportunity?

• Butte County Website
• Butte County Human Resources Social Media
• CareersInGovernment.com
• County Employee
• Craigslist.com
• Facebook
• Friend or Relative (word of mouth)
• GovernmentJobs.com
• Handshake
• Indeed.com
• Job Fair
• Job Interest Card - GovernmentJobs.com
• Linkedin
• Newspaper - Paper or Online
• Departmental Email
• Radio
• Magazine
• Billboard
• Other

Required Question