County of Santa Barbara, CA
Executive Assistant - Human Resources
County of Santa Barbara, CA, Santa Barbara, California, us, 93190
Salary:
$81,758.56 - $98,128.16 Annually
Location :
Santa Barbara, CA
Job Type:
Full-time
Job Number:
24-7024-03
Department:
Human Resources
Opening Date:
11/12/2024
Closing Date:
11/29/2024 5:00 PM Pacific
Description
Notice of Change: this recruitment will close on 11/29/24 at 4:59 PM PST
We are seeking a customer service oriented, reliable and proactive Executive Assistant to support the Santa Barbara County Human Resources Department. Under general supervision, the Executive Assistant provides a full range of confidential and sensitive executive administrative duties requiring considerable independent judgment for the Human Resources Department Executive Staff and performs other duties as required This is an
at-will position, exempt from Civil Service provisions, who serves at the pleasure of the
Human Resources Director
This position is based in Santa Barbara, CA and requires an on-site presence four days per week, with up to one day of remote work. The standard work week is Monday to Friday, 8 AM to 5 PM, with the option of a 9/80 schedule. Occasional travel within the county may be required.
The ideal candidate will possess:
Experience formatting, routing, and tracking documents within tight deadlines and in accordance with established policies for formal meeting agendas Experience with coordination of Brown Act notices, agendas, documents, and meetings Experience with calendar management for multiple executive employees Experience managing and coordinating multiple projects Experience with analyzing report and project information Experience with arranging travel and preparing travel claims Experience preparing and storing confidential materials and documents Experience finding creative solutions to problems in a fast-paced environment Demonstrated ability to develop and implement organizational tools and strategies to streamline workflows Proven ability to multitask in a dynamic environment, prioritizing tasks effectively to meet deadlines Experience with agenda and minute preparation, recording minutes and live minute-taking, etc. Proficiency in proofreading, grammar, English usage, typing, and MS Office Excellent oral and written communication skills and ability to interact with all levels of internal and external customers Ability to remain professional with the utmost level of diplomacy and integrity, and to preserve confidentiality of materials and information Ability to interact with all levels of internal and external customers while remaining poised and professional Maintain a reputation for honesty and trustworthiness, integrity, and good moral character Strong initiative/drive and energy; a positive attitude; consistently good judgment under pressure Examples of Duties
Coordinates and facilitates calendars; arranges appointments, meetings, and conferences; makes travel arrangements and processes travel reimbursements; plans and coordinates large events and meetings. Relieves Human Resources Department executives of certain administrative matters by reading and screening incoming correspondence and reports, making preliminary assessments of the importance of materials, organizing documents and handling some matters personally by making referrals to appropriate staff and keeping informed of pertinent activities and deadlines; researches, compiles and processes information including confidential and sensitive information. Drafts and produces a wide variety of finished documents from notes, printed materials or brief instructions using Word, Excel, and other Microsoft Office products; initiates correspondence independently for the Human Resources Director's signature; articulates the Human Resources Department's vision and directives by matching tone and content with the Human Resources Director's intended message in oral and written communications; reviews finished materials for completeness, accuracy, format compliance with policies and procedures, and appropriate English usage; develops presentations and reviews presentation materials (slides, graphs, letters and reports) for proper layout and flow. Prepares meeting agendas; takes and prepares minutes for various executive meetings and prepares meeting materials for review or distribution. Receives screens and directs visitors and telephone callers; determines which are priority matters and alerts the Executive Officer accordingly. Organizes Board agenda item letters, materials, and routing of certain items for concurrences and approval; facilitates Board filings. May supervise, train, assign, review and evaluate the work of office support staff. *These examples of duties are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Employment Standards
In order to be considered for this position, applicants must provide detailed information on their application to demonstrate how they meet the employment standards listed below : Four years of secretarial experience which includes: coordinating and facilitating a manager/executive's calendar to arrange appointments, meetings and conferences; acting as a liaison between a manager/ executive and subordinates or others, which requires making assessments of the importance of the caller or issue and responding appropriately; and independently composing and producing professional letters and memoranda for a manager/executive; or, A combination of training, education, and experience that is equivalent to one of the employment standards listed above and that provides the required knowledge and abilities. Completion of college level course work in English or a related subject is desired and may be substituted for one year of the required experience. Experience with Excel and PowerPoint is also desired.
Additional Qualifications : Some positions may require a specific typing speed and California Class C Driver's License.
Knowledge of : Business English, spelling, grammar syntax and punctuation; of business phone etiquette; and ability to use Microsoft Word to produce professional materials and Outlook.
Ability to : Write clear and concise reports and correspondence; compose correspondence from brief or minimal directions to specific situations; proofread and detect errors in spelling, grammar, syntax and punctuation; listen attentively to obtain and relay key information; organize and articulate information; speak clearly and concisely; identify problems, solve them, act decisively and show good judgment; take action without being prompted; take personal responsibility for actions; anticipate and meet department head, customer and staff's needs; maintain confidentiality; work effectively in spite of changes in priorities and unanticipated problems/solutions; multitask; establish, communicate and model performance and behavior standards and hold self and staff accountable for meeting those standards; deal diplomatically with customers and staff; work well under stressful circumstances and pressing deadlines; interact effectively with various levels of management staff within and outside the Department and County. Supplemental Information
Review Application and Supplemental Questionnaire
to determine applicants who meet the employment standards. Candidates that meet employment standards will then be forwarded to the Human Resources Director for review. NOTE:
The hiring department will conduct interviews with highly desirable candidates.
REASONABLE ACCOMMODATIONS:
The County of Santa Barbara is committed to providing reasonable accommodation to applicants. Qualified individuals with disabilities who need a reasonable accommodation during the application or selection process should contact the recruiter listed on the job posting. We require verification of needed accommodation from a professional source, such as a Medical Provider or a learning institution.
Recruiters will correspond with applicants by email
during each step in the recruitment process. Applicants are reminded to
check spam filters continuously
during the Recruitment & Selection Process steps listed above to ensure they do not miss required deadlines.
Conditional Job Offer:
Once a conditional offer of employment has been made, candidate will be required to successfully complete a background investigation, which includes a conviction history check, and satisfactory reference checks. Appointee may be subject to a post-offer medical evaluation or examination
Disaster Service Worker:
Pursuant to Governmental Code section 3100, all employees with the County of Santa Barbara are declared to be disaster service workers subject to such disaster service. Activities as may be assigned to them by their superiors or by law.
Statement of Commitment:
The County of Santa Barbara is dedicated to cultivating and sustaining an environment that exhibits equity and inclusion everywhere, and at all levels of our organization. The County believes equity is a fundamental principle that must be imbedded in policies, institutional practices and systems. The County recognizes the negative impacts of systemic racism and is committed to eliminating the barriers affecting our Black, Latinx, Indigenous, and Asian community members, as well as people of other diverse racial and ethnic backgrounds. We envision a world where society and its systems (e.g. education, criminal justice, and health care, housing the economy) are just, fair, and inclusive, enabling all people to participate and reach their full potential.
We celebrate community and employee diversity, strive for inclusion and belonging, and promote empowered participation. We aspire to build a workforce that is reflective of these values and the communities we serve. We are proud to be an equal opportunity employer and will resolutely uphold federal, California state law and/or Santa Barbara County ordinances.
We believe equity and inclusion are vital to fulfill the County's mission and to embody a culture of "One County, One Future." Expanding the full range of employee talent allows the County to deliver our best to all our community members.
We believe in the dignity and humanity of all people. We strive for a healthy and prosperous society that promotes all people having equitable access and opportunity.
BENEFITS:
For more information on County benefits, please visit
. In addition, applicants from other public sector employers may qualify for:
Retirement reciprocity Time and service credit towards an advanced vacation accrual rate
APPLICATION AND SUPPLEMENTAL QUESTIONAIRE DEADLINE: Wednesday, November 29, 2024
at 4:59 PM PST ; Postmarks are not accepted. Applications and job bulleting can be obtained 24 hours a day @sbcountyjobs.com.
Collin Graham, Senior Talent Acquisition Analyst: cgraham@countyofsb.org
Retirement Plans
Generous County Defined Benefit Plan Eligible to participate in 457(b) Deferred Compensation Plan Retirement Reciprocity with CalPERS, CalSTRS, and 1937 Act plans For more information on our retirement plans, please visit: and Health Benefits
Choice of dental, vision and medical plans. In addition to the Benefit Allowance noted above, the County contributes toward medical premiums and dental premiums On-Site Employee Health Clinics in Santa Barbara and Santa Maria which provide ongoing and episodic services to eligible employees and their eligible dependents Employee Assistance Program (EAP) offers free, confidential assistance with personal and workplace problems to employees and their immediate family members Healthcare Advocacy Program to help employees navigate the complexities of health plan benefits Available Health Care and Dependent Care Flexible Spending Accounts, Health Savings Account (HSA), Supplemental Term or Whole Life Insurance, Personal Accident Insurance, Critical Illness Insurance, Accident Insurance and more! For more information on our health benefits, please visit: Paid Time Off
Vacation Leave 12 to 25 days per year depending on length of public employment Sick Leave 12 days annually with unlimited accumulation, one year of which can be converted to service credit upon retirement Paid Holidays based on bargaining unit (view the compensation summary for this bargaining unit, link below) Alternative Transportation Benefit (TDM) up to 2 days of additional vacation for using alternative methods of commuting For more information on Paid Time Off please view the Compensation Summary for this bargaining unit (available below) Miscellaneous Benefits
County Paid Term Life Insurance County Paid Long Term Disability Insurance Childcare and Employee Discounts Relocation Assistance may apply Flexible work schedule may apply For more information on all of these benefits, please visit: Compensation Summary
To view the Compensation Summary specific to the bargaining unit for this position (link to full Memorandum of Understanding also available at bottom of the summary), please visit:
*This benefits list is for convenience only; please refer to the Memorandum of Understanding for complete details of terms and conditions. Amounts are generally prorated for part-time employment.
01
I acknowledge that it is my responsibility as an applicant to provide sufficient information on my application to demonstrate that my education and experience meets the employment standards (minimum qualifications) for this position as detailed in the job bulletin. I further acknowledge that if the County determines that I do not meet the employment standards there will be no opportunity for me to provide additional information regarding my application after the closing date listed on the job bulletin. Therefore, I understand that before submitting a job application, it is important that I review the job bulletin thoroughly and ensure that my application clearly reflects how my education and experience meets the employment standards at the time I submit my application.
I understand.
02
As part of the application process, this Supplemental Questionnaire must be completed along with the standard application form. Resumes will be accepted, but
NOT
in lieu of a completed application and supplemental questionnaire.
I understand.
03
The Human Resources Department communicates with all applicants through e-mail. Please make sure your email address is entered correctly, it is current, and that you check spam filters continuously during the recruitment and selection process to ensure you do not miss required deadlines.
I understand.
04
To be considered for this position your application must CLEARLY demonstrate how you meet the requirements under EMPLOYMENT STANDARDS on the Job Bulletin or you will not be considered for this position. If you are unsure, go back and review your application before continuing. Which Employment Standard did you clearly demonstrate meeting on your application?
Four years of secretarial experience which includes: coordinating and facilitating a manager/executive's calendar to arrange appointments, meetings and conferences; acting as a liaison between a manager/ executive and subordinates or others, which requires making assessments of the importance of the caller or issue and responding appropriately; and independently composing and producing professional letters and memoranda for a manager/executive A combination of training, education, and experience that is equivalent to one of the employment standards listed above and that provides the required knowledge and abilities. None of the above - I do not meet the minimum qualifications for this position
05
If you selected the third option in the preceding question, "a combination of training, education, and experience...", describe in detail how your training, education, and experience is equivalent to the employment standard on the job bulletin.
06
Please describe your experience in acting as a liaison between a manager/executive and subordinates and/or other executive level staff that required making assessments of the importance of the caller or issue and responding appropriately. Please include the name of your employer(s), and/or organization(s), and your overall responsibilities. If you do not have this experience, please put N/A. (full details of this experience/position(s) should be on your completed application.)
07
Please explain your experience: Independently composing and producing professional letters and memoranda for a manager/executive. Please include the name of your employer(s), and/or organization(s), and your overall responsibilities. If you do not have this experience, please put N/A. (full details of this experience/position(s) should be on your completed application.)
Required Question
$81,758.56 - $98,128.16 Annually
Location :
Santa Barbara, CA
Job Type:
Full-time
Job Number:
24-7024-03
Department:
Human Resources
Opening Date:
11/12/2024
Closing Date:
11/29/2024 5:00 PM Pacific
Description
Notice of Change: this recruitment will close on 11/29/24 at 4:59 PM PST
We are seeking a customer service oriented, reliable and proactive Executive Assistant to support the Santa Barbara County Human Resources Department. Under general supervision, the Executive Assistant provides a full range of confidential and sensitive executive administrative duties requiring considerable independent judgment for the Human Resources Department Executive Staff and performs other duties as required This is an
at-will position, exempt from Civil Service provisions, who serves at the pleasure of the
Human Resources Director
This position is based in Santa Barbara, CA and requires an on-site presence four days per week, with up to one day of remote work. The standard work week is Monday to Friday, 8 AM to 5 PM, with the option of a 9/80 schedule. Occasional travel within the county may be required.
The ideal candidate will possess:
Experience formatting, routing, and tracking documents within tight deadlines and in accordance with established policies for formal meeting agendas Experience with coordination of Brown Act notices, agendas, documents, and meetings Experience with calendar management for multiple executive employees Experience managing and coordinating multiple projects Experience with analyzing report and project information Experience with arranging travel and preparing travel claims Experience preparing and storing confidential materials and documents Experience finding creative solutions to problems in a fast-paced environment Demonstrated ability to develop and implement organizational tools and strategies to streamline workflows Proven ability to multitask in a dynamic environment, prioritizing tasks effectively to meet deadlines Experience with agenda and minute preparation, recording minutes and live minute-taking, etc. Proficiency in proofreading, grammar, English usage, typing, and MS Office Excellent oral and written communication skills and ability to interact with all levels of internal and external customers Ability to remain professional with the utmost level of diplomacy and integrity, and to preserve confidentiality of materials and information Ability to interact with all levels of internal and external customers while remaining poised and professional Maintain a reputation for honesty and trustworthiness, integrity, and good moral character Strong initiative/drive and energy; a positive attitude; consistently good judgment under pressure Examples of Duties
Coordinates and facilitates calendars; arranges appointments, meetings, and conferences; makes travel arrangements and processes travel reimbursements; plans and coordinates large events and meetings. Relieves Human Resources Department executives of certain administrative matters by reading and screening incoming correspondence and reports, making preliminary assessments of the importance of materials, organizing documents and handling some matters personally by making referrals to appropriate staff and keeping informed of pertinent activities and deadlines; researches, compiles and processes information including confidential and sensitive information. Drafts and produces a wide variety of finished documents from notes, printed materials or brief instructions using Word, Excel, and other Microsoft Office products; initiates correspondence independently for the Human Resources Director's signature; articulates the Human Resources Department's vision and directives by matching tone and content with the Human Resources Director's intended message in oral and written communications; reviews finished materials for completeness, accuracy, format compliance with policies and procedures, and appropriate English usage; develops presentations and reviews presentation materials (slides, graphs, letters and reports) for proper layout and flow. Prepares meeting agendas; takes and prepares minutes for various executive meetings and prepares meeting materials for review or distribution. Receives screens and directs visitors and telephone callers; determines which are priority matters and alerts the Executive Officer accordingly. Organizes Board agenda item letters, materials, and routing of certain items for concurrences and approval; facilitates Board filings. May supervise, train, assign, review and evaluate the work of office support staff. *These examples of duties are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Employment Standards
In order to be considered for this position, applicants must provide detailed information on their application to demonstrate how they meet the employment standards listed below : Four years of secretarial experience which includes: coordinating and facilitating a manager/executive's calendar to arrange appointments, meetings and conferences; acting as a liaison between a manager/ executive and subordinates or others, which requires making assessments of the importance of the caller or issue and responding appropriately; and independently composing and producing professional letters and memoranda for a manager/executive; or, A combination of training, education, and experience that is equivalent to one of the employment standards listed above and that provides the required knowledge and abilities. Completion of college level course work in English or a related subject is desired and may be substituted for one year of the required experience. Experience with Excel and PowerPoint is also desired.
Additional Qualifications : Some positions may require a specific typing speed and California Class C Driver's License.
Knowledge of : Business English, spelling, grammar syntax and punctuation; of business phone etiquette; and ability to use Microsoft Word to produce professional materials and Outlook.
Ability to : Write clear and concise reports and correspondence; compose correspondence from brief or minimal directions to specific situations; proofread and detect errors in spelling, grammar, syntax and punctuation; listen attentively to obtain and relay key information; organize and articulate information; speak clearly and concisely; identify problems, solve them, act decisively and show good judgment; take action without being prompted; take personal responsibility for actions; anticipate and meet department head, customer and staff's needs; maintain confidentiality; work effectively in spite of changes in priorities and unanticipated problems/solutions; multitask; establish, communicate and model performance and behavior standards and hold self and staff accountable for meeting those standards; deal diplomatically with customers and staff; work well under stressful circumstances and pressing deadlines; interact effectively with various levels of management staff within and outside the Department and County. Supplemental Information
Review Application and Supplemental Questionnaire
to determine applicants who meet the employment standards. Candidates that meet employment standards will then be forwarded to the Human Resources Director for review. NOTE:
The hiring department will conduct interviews with highly desirable candidates.
REASONABLE ACCOMMODATIONS:
The County of Santa Barbara is committed to providing reasonable accommodation to applicants. Qualified individuals with disabilities who need a reasonable accommodation during the application or selection process should contact the recruiter listed on the job posting. We require verification of needed accommodation from a professional source, such as a Medical Provider or a learning institution.
Recruiters will correspond with applicants by email
during each step in the recruitment process. Applicants are reminded to
check spam filters continuously
during the Recruitment & Selection Process steps listed above to ensure they do not miss required deadlines.
Conditional Job Offer:
Once a conditional offer of employment has been made, candidate will be required to successfully complete a background investigation, which includes a conviction history check, and satisfactory reference checks. Appointee may be subject to a post-offer medical evaluation or examination
Disaster Service Worker:
Pursuant to Governmental Code section 3100, all employees with the County of Santa Barbara are declared to be disaster service workers subject to such disaster service. Activities as may be assigned to them by their superiors or by law.
Statement of Commitment:
The County of Santa Barbara is dedicated to cultivating and sustaining an environment that exhibits equity and inclusion everywhere, and at all levels of our organization. The County believes equity is a fundamental principle that must be imbedded in policies, institutional practices and systems. The County recognizes the negative impacts of systemic racism and is committed to eliminating the barriers affecting our Black, Latinx, Indigenous, and Asian community members, as well as people of other diverse racial and ethnic backgrounds. We envision a world where society and its systems (e.g. education, criminal justice, and health care, housing the economy) are just, fair, and inclusive, enabling all people to participate and reach their full potential.
We celebrate community and employee diversity, strive for inclusion and belonging, and promote empowered participation. We aspire to build a workforce that is reflective of these values and the communities we serve. We are proud to be an equal opportunity employer and will resolutely uphold federal, California state law and/or Santa Barbara County ordinances.
We believe equity and inclusion are vital to fulfill the County's mission and to embody a culture of "One County, One Future." Expanding the full range of employee talent allows the County to deliver our best to all our community members.
We believe in the dignity and humanity of all people. We strive for a healthy and prosperous society that promotes all people having equitable access and opportunity.
BENEFITS:
For more information on County benefits, please visit
. In addition, applicants from other public sector employers may qualify for:
Retirement reciprocity Time and service credit towards an advanced vacation accrual rate
APPLICATION AND SUPPLEMENTAL QUESTIONAIRE DEADLINE: Wednesday, November 29, 2024
at 4:59 PM PST ; Postmarks are not accepted. Applications and job bulleting can be obtained 24 hours a day @sbcountyjobs.com.
Collin Graham, Senior Talent Acquisition Analyst: cgraham@countyofsb.org
Retirement Plans
Generous County Defined Benefit Plan Eligible to participate in 457(b) Deferred Compensation Plan Retirement Reciprocity with CalPERS, CalSTRS, and 1937 Act plans For more information on our retirement plans, please visit: and Health Benefits
Choice of dental, vision and medical plans. In addition to the Benefit Allowance noted above, the County contributes toward medical premiums and dental premiums On-Site Employee Health Clinics in Santa Barbara and Santa Maria which provide ongoing and episodic services to eligible employees and their eligible dependents Employee Assistance Program (EAP) offers free, confidential assistance with personal and workplace problems to employees and their immediate family members Healthcare Advocacy Program to help employees navigate the complexities of health plan benefits Available Health Care and Dependent Care Flexible Spending Accounts, Health Savings Account (HSA), Supplemental Term or Whole Life Insurance, Personal Accident Insurance, Critical Illness Insurance, Accident Insurance and more! For more information on our health benefits, please visit: Paid Time Off
Vacation Leave 12 to 25 days per year depending on length of public employment Sick Leave 12 days annually with unlimited accumulation, one year of which can be converted to service credit upon retirement Paid Holidays based on bargaining unit (view the compensation summary for this bargaining unit, link below) Alternative Transportation Benefit (TDM) up to 2 days of additional vacation for using alternative methods of commuting For more information on Paid Time Off please view the Compensation Summary for this bargaining unit (available below) Miscellaneous Benefits
County Paid Term Life Insurance County Paid Long Term Disability Insurance Childcare and Employee Discounts Relocation Assistance may apply Flexible work schedule may apply For more information on all of these benefits, please visit: Compensation Summary
To view the Compensation Summary specific to the bargaining unit for this position (link to full Memorandum of Understanding also available at bottom of the summary), please visit:
*This benefits list is for convenience only; please refer to the Memorandum of Understanding for complete details of terms and conditions. Amounts are generally prorated for part-time employment.
01
I acknowledge that it is my responsibility as an applicant to provide sufficient information on my application to demonstrate that my education and experience meets the employment standards (minimum qualifications) for this position as detailed in the job bulletin. I further acknowledge that if the County determines that I do not meet the employment standards there will be no opportunity for me to provide additional information regarding my application after the closing date listed on the job bulletin. Therefore, I understand that before submitting a job application, it is important that I review the job bulletin thoroughly and ensure that my application clearly reflects how my education and experience meets the employment standards at the time I submit my application.
I understand.
02
As part of the application process, this Supplemental Questionnaire must be completed along with the standard application form. Resumes will be accepted, but
NOT
in lieu of a completed application and supplemental questionnaire.
I understand.
03
The Human Resources Department communicates with all applicants through e-mail. Please make sure your email address is entered correctly, it is current, and that you check spam filters continuously during the recruitment and selection process to ensure you do not miss required deadlines.
I understand.
04
To be considered for this position your application must CLEARLY demonstrate how you meet the requirements under EMPLOYMENT STANDARDS on the Job Bulletin or you will not be considered for this position. If you are unsure, go back and review your application before continuing. Which Employment Standard did you clearly demonstrate meeting on your application?
Four years of secretarial experience which includes: coordinating and facilitating a manager/executive's calendar to arrange appointments, meetings and conferences; acting as a liaison between a manager/ executive and subordinates or others, which requires making assessments of the importance of the caller or issue and responding appropriately; and independently composing and producing professional letters and memoranda for a manager/executive A combination of training, education, and experience that is equivalent to one of the employment standards listed above and that provides the required knowledge and abilities. None of the above - I do not meet the minimum qualifications for this position
05
If you selected the third option in the preceding question, "a combination of training, education, and experience...", describe in detail how your training, education, and experience is equivalent to the employment standard on the job bulletin.
06
Please describe your experience in acting as a liaison between a manager/executive and subordinates and/or other executive level staff that required making assessments of the importance of the caller or issue and responding appropriately. Please include the name of your employer(s), and/or organization(s), and your overall responsibilities. If you do not have this experience, please put N/A. (full details of this experience/position(s) should be on your completed application.)
07
Please explain your experience: Independently composing and producing professional letters and memoranda for a manager/executive. Please include the name of your employer(s), and/or organization(s), and your overall responsibilities. If you do not have this experience, please put N/A. (full details of this experience/position(s) should be on your completed application.)
Required Question