Confidential Assistant II (Part-Time/Extra Help Only)

Job Description:

Confidential Assistant II (Part-Time/Extra Help Only)

Description

About the Opportunity

THE IDEAL CANDIDATE
The Behavioral Health and Recovery Services Human Resources (BHRS HR) team is searching for enthusiastic and dedicated professionals to join in supporting payroll, recruitment, leave, and operations and benefits teams to fill two extra-help/part-time Confidential Assistant II positions.

THE POSITION
These are technical positions responsible for processing human resource functions. Each position will support any one of the following functions: 1) payroll, 2) recruitments, 3) leaves administration, and 4) benefits administration. These positions are also responsible for but not limited to providing administrative support to the BHRS HR team and employees, handling confidential personnel, processing personnel action forms, financial and departmental documents and correspondence, and /or other related duties.

The Confidential Assistant Il position is the journey-level class in the Confidential Assistant series. These duties reflect a greater degree of responsibility than those found in the Level I. Under general direction, incumbents provide customer service and clerical support to BHRS HR team. duties are typically associated with absences, recruitment, safety and other various personnel related tasks. This role requires a great deal of adaptability independent thinking, and cooperation. It is imperative that the candidate enjoys interaction with people and is always able to demonstrate excellent interpersonal skills. Independent judgment and initiative in making decisions in accordance with established guidelines are required. A professional image must be promoted by the efficient performance of a variety of business and clerical tasks designed to facilitate the smooth flow of work throughout the department.

Unless otherwise provided, this position is part of the Unclassified Service of the County and considered "at will" for labor relations purposes.

Part-time extra-help is a provisional classification where permanent status may not be obtained. This position is subject to overtime, standby, shift, and callback assignments and will perform related duties as assigned. This position is non-benefited except for participation in a 401a program with Nationwide.

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 https://www.stancounty.com/riskmgmt/under the "Disability" tab.

Typical Tasks

TYPICAL TASKS

• Provide excellent customer service and administrative support to County departments;
• Handle external and internal inquiries from the public, employees and county departments;
• Assist HR team with functions based on division needs such as PAF processing, payroll, recruitment, leaves, licensure and safety;
• Review HR related documentation for accuracy, such as onboarding, payroll, recruitment and leave of absence;
• Compile information and data necessary for the preparation of various departmental reports;
• Maintain HR payroll records, files and filing systems;
• Operate a variety of computer programs;
• Open and route mail and emails from a general inbox;
• Generate and compile weekly reports related to recruitment and training efforts;
• Create and maintain spreadsheets in Microsoft Excel;
• Register employees and assist with set up of training courses and new employee orientation;
• Maintain calendars and schedules for multiple meeting rooms;
• Create, print, and bind participant materials, instructor materials, and sign-in sheets;
• Communicate with County department staff professionally both verbally and in writing;
• Handle documents and correspondence of a confidential nature;
• Organize and maintain efficient electronic and hard copy documentation and filing systems;
• Review material for completeness and accuracy, proofread documents;
• Review and respond to inquiries as directed;
• Independently, or in accordance with instructions, compose correspondence, documents, charts, reports and forms;
• Interact with customers when appropriate and problem solve. Document complaints and report problems to management when they cannot be resolved; and
• Perform other duties as assigned.

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

KNOWLEDGE

• Personnel and Human Resources - Knowledge of principles and procedures for maintaining confidentiality in personnel recruitment, selection, training, and personnel information systems, and understand Merit System Principles;
• Administrative - Knowledge of administrative and office procedures and systems such as word processing, managing files and records, transcription, designing forms, and workplace terminology;
• Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction;
• English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar;
• Computers and Electronics - Knowledge of computer systems, programs, and databases used for human resource administration and general business; and
• Research Methods - Knowledge of methods to compile and verify information that results in a follow-up summary of report writing.

SKILLS/ABILITIES

• Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times;
• Writing - Communicating effectively in writing as appropriate for the needs of the audience;
• Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems;
  
• Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do;
  
• Time Management - Managing one's own time and the time of others;
  
• Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making;
  
• Complex Problem Solving - Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions;
  
• Coordination - Adjusting actions in relation to others' actions;
  
• Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one; and
  
• Service Orientation - Actively looking for ways to help people.
  

EDUCATION/EXPERIENCE

PATTERN I

• Two (2) years of journey-level general office, reception, or administrative experience performing duties comparable to an Administrative Clerk II with Stanislaus County.

PATTERN II

• One (1) year of coursework in Business Administration, Public Administration, Communications, Human Resources, or a closely related field; AND One (1) year of journey-level general office, reception, or administrative experience performing duties comparable to an Administrative Clerk II with Stanislaus County.

PATTERN III

• 45 semester units in Business Administration, Public Administration, Communications, Human Resources, or a closely related field; AND
• Six (6) months of journey level general office, reception or administrative experience performing duties comparable to an Administrative Clerk II with Stanislaus County.
  

Proof of education may be required for verification purposes at the time of application. Applicants who are unable to submit proof must call 209-525-7339 to make other arrangements before 5 pm on the final filing date. Failure to submit proof or make other arrangements before the final filing deadline will result in disqualification.

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.

• Experience in Human Resources within the last year including, but not limited to payroll, recruitment, or other various Human Resources functions.

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: April 7, 2025
Written Examination: Tentatively the week of April 14, 2025

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: 4/7/2025 5:00 PM Pacific

Salary:

$20.63 - $30.95 Hourly