Executive Assistant

County of Shasta
Full Time $50,424 - $64,368 Per year CA Mental Health - Shasta County Health & Human Services Agency, 2640 Breslauer Way, Redding, CA 96001, United States Apply before 5/20/2024 5:00
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Overview


Shasta County offers all the amenities of the big city while retaining a comfortable small-town atmosphere. With its natural beauty, affordable housing, excellent educational system, abundance of recreational opportunities, and excellent quality of life, Shasta County is a great place to live, work, and raise a family.


ABOUT THE DEPARTMENT

Health and Human Services Agency

The Shasta County Health and Human Services Agency (HHSA) partners with communities to protect and improve the health and well-being of Shasta County residents. Established in 2006, the HHSA is organized into four branches: Behavioral Health & Social Services, Public Health, Economic Mobility, with a centralized Administration Services. The HHSA promotes optimal health for all. The frail, the abused, the mentally ill and those without resources look to the HHSA for services and resources to meet their basic needs, and to protect their health and safety. This transformation improves efficiency, avoids unnecessary duplication of effort, encourages collaboration among programs and organizes the HHSA’s services to be more responsive to the needs of the public.


Children’s Services encompass the services that help ensure children are protected and safe. This branch investigates alleged abuse and neglect of children, and it licenses foster and adoptive homes for children who are experiencing traumatic events in their lives. The branch also encompasses children’s mental health and youth alcohol and drug services. This branch also works with juvenile justice and education to coordinate services for clients.


Adult Services focuses on issues that affect people eighteen and older. Adult mental health services include outpatient mental health care, 24-hour crisis stabilization services for people at risk of hospitalization, 24-hour crisis residential services, long-term placement services and referrals to local non-profit organizations that provide additional services. This branch also provides Adult Protective Services to follow-up on elder abuse reports. In-Home Supportive Services help those who need assistance with daily activities in order to remain safely in their own homes, and the Public Authority keeps a registry that helps In-Home Supportive Services recipients find a screened caregiver to provide those services. The Public Guardian helps citizens who are unable to manage their personal and financial affairs and may require guardianship or conservatorship. Mental Health Services Act administration is also housed in the Adult Services Branch.


ABOUT THE POSITION

Under general direction of a department head, to perform secretarial, clerical, and routine administrative duties in support of a department's programs and objectives, which involve active and extensive public interest and contact with other departments and public agencies; to relieve the manager of organizing and coordinating the work of the office; and to perform related work as required. This is a Confidential classification. Confidential in this context according to the Personnel Rule means a non-management employee who, in the course of his or her duties, is regularly privy to management planning or decision making regarding the County's administration of employer-employee relations as determined by the Board of Supervisors.


DISTINGUISHING CHARACTERISTICS

The class of Executive Assistant-Confidential is distinguished from the next lower class, typically Administrative Secretary II, by an increased level of participation in management activities requiring a good working knowledge of the organization and programs under the manager's jurisdiction, and an intimate knowledge of the manager's policies and views. This class is further distinguished by a greater use of discretion in developing work methods and procedures. It is essential that an incumbent exercise good judgement in representing the department head and realize the scope of authority assigned.


IDEAL CANDIDATE

The ideal candidate will understand County administrative processes, be able to manage a busy office environment, can multitask and represent HHSA on Agency committees. The candidate will be able to coordinate communication and trainings between multiple programs, Agency branches, and other County departments. The candidate will have a calm demeanor and the ability to work well under pressure.

EXAMPLES OF ESSENTIAL DUTIES

Maintains calendar and appointments of the manager; screens telephone calls and personal callers, referring those not requiring personal attention of the manager or personally answers substantive questions not requiring extensive technical knowledge; screens the managers incoming mail; briefs the manager on appointments and other matters; provides communication liaison between the manager and staff regarding views on current issues, scheduled briefings, commitments made by the manager; provides communication liaison with other offices by interpreting policies and procedures; obtains documents and compiles background information for administrative reports; assembles materials and coordinates meeting of deadlines; screens incoming mail and reviews outgoing mail for consistency with established guidelines; maintains controls on incoming correspondence or action documents and follows up to assure timely reply; drafts routine letters based on the manager's views and wishes; may take and transcribe dictation; types various correspondence, reports and other materials; takes minutes at meetings, prepares and distributes summaries; makes arrangements for meetings and notifies persons involved; makes necessary travel arrangements and accommodations, submits expense vouchers; may supervise or coordinate the work of clerical employees, making assignments and devising office procedures for proper coverage and record keeping activities; may have responsibility for managing projects assigned by the department head where the primary function is coordination and there is some ongoing routine to the project; makes decisions on behalf of, and represents the manager on routine matters as authorized.

TYPICAL QUALIFICATIONS

Any combination of education and experience sufficient to directly demonstrate possession and application of the following:

Knowledge of: Style/format of business correspondence, punctuation, spelling, and general English usage; modern office practices and procedures; basic mathematics; filing and recordkeeping methods; modern office equipment; including computers and related hardware; Word processing, spreadsheet, and other software used in the course of work; elements of supervision, including instructing workers on specific tasks; support activities related to an organization's programs and operations.

Ability to: Organize work effectively to meet critical administrative deadlines; determine office priorities; budget a manager's time; deal with deadlines and office emergencies; interpret and apply specific policies and procedures; type/keyboard at a speed of not less than 50 words per minute from clear copy; take dictation at a speed of 90 words per minute and transcribe it accurately may be required for some positions; compose correspondence independently; Manage routine projects; establish and maintain cooperative working relationship with those contacted in the course of work; supervise the work of others.

These employment standards are typically attained with one year of experience comparable to that of an with Shasta County.

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