About The Opportunity

THE IDEAL CANDIDATE

The Administrative Secretary plays a significant support role at University of California Cooperative Extension Stanislaus and will be excited about a position with a variety of tasks each day. Besides being friendly and inclusive of coworkers and clientele, the Administrative Secretary will be skilled in project management and setting priorities for themselves and the Administrative Clerk. Excellent proofreading skills and attention to detail will serve in the publication of newsletters and flyers. The Administrative Secretary will be passionate about learning new technologies and applications in maintaining our website and social media accounts. The candidate will have the opportunity to provide high-level administrative help to a group of UC Advisors so being able to work under pressure is a plus.

To learn more about the UC Cooperative Extension department, Click Here

THE POSITION

The Administrative Secretary performs difficult and specialized secretarial work of a varied and sensitive nature often involving the exercise of independent judgment and initiative based upon skills, knowledge, and abilities gained through prior experience in the performance of high-level secretarial work. Individuals in the Administrative Secretary classification are journey-level employees who are highly skilled and independently perform a wide variety of complex and general clerical duties associated with the immediate clerical support of a particular manager or organizational unit of County government. This classification requires a thorough knowledge of office procedures and regulations and the ability to perform these duties with minimal direction or supervision. The Administrative Secretary is distinguished from the Executive Secretary (Confidential Assistant IV) in that they normally provide secretarial services in support of an office or division head or an identified management employee rather than a Department Head. This classification also supervises subordinate employees and may relieve supervisors of routine operating details. This position is subject to overtime, standby, and callback assignments. Performs related duties as assigned.

A typical workday for the Administrative Secretary consists of serving as the department Safety Representative, processing financial tasks through UC Agriculture and Natural Resources (UCANR) and Stanislaus County applications, navigating/updating our UC ANR website while attending to incoming phone calls and walk-in clientele at the counter. The position coordinates approximately 17 newsletter publications annually by proofreading, formatting in Microsoft Office, printing, collating, folding using a folding machine, preparing for bulk mailing, and delivering to the post office using a county vehicle. Using those same skills plus creativity, the position creates attractive flyers and meeting announcements for mailing and posting to our website and social media accounts. The Administrative Secretary coordinates travel arrangements for advisors when needed and processes and allocates expenditures of travel in UC ANR applications. The position coordinates meetings and small-to-large conferences by contracting venues and catering, producing materials, and coordinating participant registration. The Administrative Secretary will provide support for virtual meetings, training, and conferences by handling the logistics of ZOOM and TEAMS events. The position also applies for and processes Continuing Education credits. The Administrative Secretary collaborates with the Administrative Clerk, other County staff, and UC staff to ensure projects are completed on time and meet quality expectations. The position is responsible for creating interesting social media content to advertise and highlight the work of UC Advisors. The work of the Administrative Secretary utilizes both Stanislaus County and UC ANR applications and processes; training will be provided as needed.

Unless otherwise provided, this position is part of the Classified Service of the County and is assigned to the Office Worker/Clerical bargaining unit for labor relations purposes.

Individuals who are in a full-time classification position are required to serve a twelve-month probationary period, which may be extended an additional six months, for a total of eighteen months.

Incumbents may also be subject to overtime, standby, callback, weekend, holiday, and shift assignments as identified in their MOU (Memorandum of Understanding).

The Job Task Analysis provides information detailing the physical and functional demands of the classification. For the complete job task analysis, visit the Risk Management website at http://www.stancounty.com/riskmgmt/ under the "Disability" tab.

Typical Tasks

Design, format, and coordinate publications for mailings and posting to the department website;
Complete various financial job tasks using both UC ANR and county applications;
Prepare meeting agendas and take and transcribe meeting minutes;
Schedule virtual and in-person meetings;
Handle the logistics of ZOOM and Microsoft TEAMS events;
Maintain and update the department website and department social media accounts;
Plan, assign, train, and review the work of other clerical employees;
Review materials for completeness and accuracy;
Type letters, reports, and records;
Maintain informational and operational records;
Maintain and improve files and filing systems;
Assemble data and information, and assist in the preparation of reports;
Provide excellent customer service in person, on the phone, and by email;
Coordinate travel arrangements for UC Advisors when needed;
Interpret and disseminate instructions, department rules, policies, and procedures;
Handle incoming and outgoing mail;
Attend training and meetings as necessary;
Assist UC Advisors in the coordination of events and assist at events;
Request and apply for Continuing Education Units.

Minimum Qualifications (Knowledge, Skills, Abilities, Education/Experience)

KNOWLEDGE

Principles and methods of statistical clerical work, including business letter writing;
Principles of supervision and training; and
Current office practices and procedures, including familiarity with filing systems and method.

Skills/Abilities

Perform a variety of difficult clerical work;
Understand and apply laws, rules, procedures and policies relating to the work of the department;
Understand and follow complex instructions;
Compose difficult letters independently;
Supervise the work of a small group of employees;
Operate office equipment related to the job;
Compile data for and prepare reports of average difficulty;
Follow oral and written communication;
Type at a speed of at least 45 WPM from handwritten, printed or typewritten material; and
Take shorthand and/or use a Dictaphone machine.

Education/Experience

Two (2) years of journey-level clerical experience; AND
Typing certificate, within four years, of 45 wpm (net corrected) from any temporary agency or comparable institution. The certificate must be a three to five minute timed test.
Applications without proof of typing speed will not be considered.

Desirable Qualifications

In addition to the minimum qualifications, applicant screening will focus on the following desirable qualifications. Please list any of these qualifications you may have within the "Duties" section of the online application.

Six (6) months of experience in website maintenance and posting on business social media applications; AND
Six (6) months of experience using Microsoft Publisher, Photoshop, Canva, or other design software; AND
Six (6) months of experience in an office environment using Microsoft Office programs and Adobe Pro.

Application and Selection Procedures

APPLICATION PROCEDURES/FINAL FILING DATE

Applications cannot be submitted later than 5:00 p.m. on the final filing date. Make your online application as complete as possible so a full and realistic appraisal may be made of your qualifications.

Resumes will not be accepted in lieu of a completed application.

Attaching your resume and cover letter are an optional feature for those who wish to do so in addition to completing the required application. Information on your resume and cover letter will not substitute for the education, work experience and required fields on the County application. The online County application is the primary tool used to evaluate your job qualifications.

EXAMINATION PROCESS

Most County recruitments consists of the steps detailed below and are governed by Merit Principles. The examination process ensures that all applicants are given the same opportunity to gain employment within Stanislaus County.

Application Review and Screening. Applications are carefully screened based on information provided. Those who submit incomplete applications that lack relevant qualifications or do not submit all required documents will not be invited to move on.
Written Examination. Applicants will be invited to participate in a written exam that tests knowledge for the position.
Oral Examination. Applicants are invited to a panel interview in which they will be evaluated by County subject matter experts.
Eligible Lists. Candidates who pass the examination will be placed on an eligible list for that classification. Eligible lists are effective for six months, but may be extended up to eighteen months.

TENTATIVE RECRUITMENT SCHEDULE

Application Deadline: July 24, 2024

Oral Examination: Week of August 5, 2024 Note: The eligible list generated from this recruitment may be used to fill future extra-help, part-time and full-time vacancies throughout Stanislaus County .

GENERAL INFORMATION

Final appointment will be conditional upon successfully passing a County paid pre-employment drug screening (if applicable for position) and a job-related background investigation.

Some positions may require possession or the ability to obtain, and maintenance of a valid California Driver’s license or the ability to utilize an alternative method of transportation when needed to carry out job related essential functions.

Stanislaus County supports the good health of its workforce. More information is available at http://myclubwellness.org

Cell phones are typically incompatible with the online application format or browser. We recommend using a desktop or laptop computer. If you are still having technical difficulties, please call NEOGOV at 1-855-524-5627.

Benefits associated with this position can be found at Benefits Summary .

Closing Date/Time: 7/24/2024 5:00 PM Pacific

Stanislaus County

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