The Job
Apply by 5:00PM on Friday, July 5, 2024 for priority consideration
San Bernardino County is recruiting for a Human Resources Executive Administrative Assistant (HR EAA) II, to perform a variety of critical administrative and secretarial tasks in support to an HR Assistant Director (AD). HR EAA’s will maintain professionalism and strict confidentiality with all materials and exercise a high level of discretion when interfacing with all aspects of the role and will represent the County in a positive light through great follow-through skills and sound judgment. Incumbents will work in a fast-paced environment which requires multi-tasking, great attention to detail and excellent executive level customer service skills.
HR EAA’s will serve as an HR liaison with external stakeholders, organize and coordinate executive outreach and external relation efforts on behalf of the HR AD, and oversee special projects. To facilitate the coordination of information exchange, the HR EAA will work with all other HR EAA’s. The HR EAA should be creative and enjoy working within a teamwork environment.
Key responsibilities will include:
- Composing written correspondence, reports and budget justifications; writing summaries of articles, producing high-level summaries of various legislation, research findings, and recommend actions.
- Facilitates day-to-day office activities including typing letters, reports, agenda items, numerical and technical material from notes, drafts, shorthand or recorded dictation.
- Serves as liaison between supervisor, officials and the public in situations requiring tact and judgment.
- Actively supports in division budget tracking, coordinates the submission of budget-related items. Managing daily budgets: ensuring that prompt attention is given to reimbursement requests, purchasing requests and other division needs.
- Screen mail, calls and visitors to determine the nature and urgency of the contact; answers inquiries requiring the interpretation and application of departmental policies and procedures.
- Schedules meetings and conferences; prepares materials and agenda; may represent supervisor at meetings. Keeps supervisor's calendar; schedules appointments and makes travel arrangements.
- Reviews and makes recommendations regarding office methods, policies and procedures; devises forms.
- Assists with various projects which includes researching, compiling, arranging and computing data.
- Trains office staff in office practices, use of specialized equipment, word processing, etc.
- May direct or coordinate the activities of a clerical support unit.
As an alternative to the traditional benefits package, you may also be eligible to elect the Modified Benefit Option (MBO) that provides an increased base rate of pay (4% above the base rate of pay) with modified benefits. For more detailed information on the MBO for Exempt Group, refer to the MBO - Exempt (Non-Elected) BbBOU - Benefits Summary Guide.
CONDITIONS OF EMPLOYMENT
Pre-Employment Process: Prior to appointment, applicants must pass a background investigation which includes verification of employment history and education, fingerprinting, physical exam, and drug screening.
Visa Sponsorship: Please note San Bernardino County is not able to consider candidates who will require visa sponsorship at the time of application or in the future.
Work Environment: Incumbents must operate with a high level of confidentiality and discretion when performing job duties. Minimum Requirements
Experience: Two (2) years of full-time equivalent highly responsible, and complex administrative assistant experience in support of a specified executive-level professional or administrative position(s) operating in a work environment that requires a high level of confidentiality and discretion where duties included collecting and analyzing information, drafting reports based upon data analysis and preparing agendas.
Typing Speed: Must possess a minimum corrected typing/keyboarding speed of 50 WPM.
Substitution: Bachelor's in public/business administration, management, behavioral/social science, accounting/finance or other relevant field of study may substitute for one (1) year of the required administrative assistant experience.
IMPORTANT NOTE: General clerical experience (e.g., Office Assistant II, III, IV, Clerk, Receptionist) is NOT considered qualifying. Qualifying experience is typically equivalent to the San Bernardino County Secretary I classification, and above, providing support to a specified executive-level professional or administrative position(s) (e.g., Board Office, County Administrative Office, Chief Executive Officer, Agency Director, Department Head, Division Chief).
Desired Qualifications
The ideal candidate will have:
- Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
- Excellent verbal and written communication skills.
- Excellent organizational skills and attention to detail.
- Proficiency with Microsoft Office Suite or related software, advanced level in Outlook.
- Ability to manage/support multiple executive level staff calendars.
- Ability to identify solutions to coordinate multiple stakeholders for meetings
Highly developed decision making, problem solving, and written communication skills; and
In-depth knowledge of modern office practices, methods, and procedures.
Discretion and confidentiality are critical traits for this position. Present in a polished, professional, and welcoming manner with a diverse County community.
Possess strong relational and interpersonal skills and maintain effective, professional, and cooperative working relationships to collaborate successfully with all HR units and other County departments.
Strong working knowledge of office management and executive assistant protocols, standard office procedures and equipment.
Selection Process
Application Procedure: To be considered for this excellent opportunity, please complete and submit the online employment application and supplemental questionnaire by 5:00 pm, Friday, July 19, 2024. Resumes will not be accepted in lieu of the application and/or supplemental questionnaire.
There will be a competitive evaluation of qualifications based on a review of the application and supplemental questionnaire. It is to your advantage to be explicit in your responses on the application and supplemental questionnaire.
All communications regarding the selection process will be via e-mail. Applicants are encouraged to check their e-mail frequently to learn additional information regarding this recruitment. Check your GovernmentJobs account for notifications. Update your firewalls to allow e-mails from San Bernardino County through governmentjobs.com. Update your Spam, Junk, and Bulk settings to ensure it will not spam/block/filter communications from e-mail addresses with the following domain "@hr.sbcounty.gov". Finally, be sure to keep your personal information updated. Taking these steps now will help ensure you receive all communications regarding this recruitment.
To ensure timely and successful submission of your online application, please allow ample time to complete and submit your application. Applicants will be automatically logged-out if they have not submitted the application and all required materials prior to the posted deadline. Once your application has been successfully submitted you will receive an onscreen confirmation and an email. We recommend that you save and/or print these for your records. Please note, if you do not receive an onscreen confirmation and an email acknowledging our receipt of your application we have not received your application.
If you require technical assistance, please click HERE to review the Government Jobs online application guide, or contact their Toll-Free Applicant Support line at (855) 524-5627. Please note that Human Resources is not responsible for any issues or delays caused by the internet connection, computer or browser used to submit the application.
EEO/ADA: San Bernardino County is an Equal Employment Opportunity (EEO) and Americans with Disabilities Act (ADA) compliant employer, committed to providing equal employment opportunity to all employees and applicants.
ADA Accommodation: If you have a disability and require accommodations in the testing process, submit the Special Testing Accommodations Request Form within one week of a recruitment filing deadline.
Veterans’ Preference: Eligible veterans and their spouse or widow(er) who are not current County employees may be awarded additional Veterans’ Preference points. Click here for information and instructions to request Veteran's Preference points.
Please click HERE for important Applicant Information and the County Employment Process.
