Administrative Associate, County Administrator's Office (CAO)

County of Alameda•Oakland, CA

2d•Onsite

About The Position

Under minimal supervision, Administrative Associate, CAO incumbents function in lead secretarial capacities and perform the most complex and time sensitive assignments, secretarial and administrative duties in support of various units of the County Administrator’s Office. These positions often engage in higher level contact with principal County officials, community members, the public regarding official Board meetings and related Board actions, more complex agenda items, legislative issues and assessment appeals. Positions often involve exposure to confidential information unique to the Board of Supervisors, Board Committees, Assessment Appeal Board, or County Administrator's Office including fiscal, political and personnel matters having Countywide impact. Additionally, incumbents are expected to exercise initiative, discretion, and good judgment in the analysis and resolution of issues that require technical or specialized knowledge of County organization, policy and procedures. Incumbents may function as leads and may be assigned supervisory responsibilities over lower-level positions. This position will be assigned to support the Assessment Appeals Unit within the County Administrator’s Office. The incumbent will play a critical role in coordinating and administering hearings related to property assessment appeals, ensuring compliance with statutory requirements, maintaining official records, and supporting Assessment Appeals Board members and hearing officers, and the public throughout the appeals process. Incumbents function in an administrative capacity performing the most complex, sensitive, and time-critical administrative duties in support of the Clerk of the Board and Assessment Appeals Unit. This role involves frequent interaction with County leadership, legal staff, appellants, and the public regarding formal hearings and related actions.

Requirements

Typing proficiency level of not less than 40 wpm.
The equivalent of four years of full-time secretarial or office administrative experience which included considerable exercise of initiative and independent judgment and would provide the knowledge and skills listed.
Modern office practices and procedures, including business correspondence, filing, and standard office equipment operations.
Specialized program knowledge of work requiring the application of a variety of rules, procedures, codes, calculations, and systems is required in some positions.
Techniques and practices for dealing with individuals from various socio-economic and ethnic groups, in person, via telephone, and through correspondence (may include contacts with irate and hostile individuals).
Data processing applications and systems and the principles of modern office management.
Proficiency in Microsoft Office systems.
Standard office administrative and secretarial practices and procedures including business correspondence, correct English usage, grammar, spelling, vocabulary and punctuation.
Records management principles and practices and research methods and techniques.
Business mathematics and financial record keeping and report production.
Customer Service practices, principles and techniques for dealing with the public in person and over the telephone regarding sensitive and/or political issues.
Learn the legal requirements governing the processing of documents related to Board actions.
Maintain and secure confidential, highly sensitive records.
Analyze and problem solve.
Interpret, apply and explain policies, procedures and regulations, prepare a variety of correspondence, reports and other written materials.
Retain and recall information to respond to inquiries and to efficiently search files and retrieve data as required.
Organize and prioritize own workload and adjusting to changes in workload and assignments to meet critical deadlines under pressure.
Effectively communicate effectively both verbally and in writing.
Comprehend information requests and respond courteously, efficiently and accurately.
Make sound decisions.
Demonstrate interpersonal sensitivity.
Adapt to challenging situations.
Plan, organize and coordinate work.
Take initiative and work independently.
Be flexible and adjust to changing priorities.
Be an effective team member.
Establish and maintain effective working relationships with those encountered during performance of duties.
Word process and type 40 wpm.
Plan own work, complete multiple, concurrent projects and meet critical time deadlines.

Nice To Haves

Experience supporting boards, commissions, or administrative bodies, including preparing agendas, minutes, and official records
Knowledge of or experience with hearing based processes, legal procedures, or regulatory environments
Ability to interpret and apply policies, procedures, and statutory requirements accurately
Strong experience managing high volume caseloads, tracking systems, or databases with strict deadlines
Skill in coordinating with diverse stakeholders, including the public, legal counsel, elected officials, and technical staff
Ability to clearly explain processes and requirements to individuals who may be unfamiliar with government procedures
Exceptional organizational skills and attention to detail, particularly in maintaining legally significant records
Demonstrated ability to handle confidential and sensitive information with sound judgment
Strong written communication skills, including preparing formal documents such as agendas, minutes, and correspondence
A proactive, adaptable, and dependable approach to work in a fast-paced environment
Experience supporting an Assessment Appeals Board or similar body
Familiarity with property tax or assessment processes
Knowledge of Brown Act/open meeting requirements
Experience with case or hearing management systems
Valid California Driver's License - Some positions may require travel

Responsibilities

Prepare correspondence, documents, agendas and minutes of meetings (i.e., Board meetings, Board Committees, Assessment Appeals Board, and special ad hoc committees) with an eye for grammar and composition
Coordinate and administer Assessment Appeals Board hearings, including scheduling, noticing, and logistics in accordance with statutory timelines, prepare and manage official records, including agendas, hearing calendars, minutes, and decisions for the Assessment Appeals Board
Serve as clerk to the Assessment Appeals Board during hearings; record proceedings and ensure accuracy of the official record
Interface with appellants, agents, County departments (e.g., Assessor), and legal counsel regarding appeals processes, requirements, and case status
Track and maintain appeals case data, deadlines, and outcomes using databases and case management systems
Ensure compliance with applicable laws, rules, and procedures governing property assessment appeals
Handle sensitive, confidential, and legally significant information with a high degree of discretion
Support process improvements related to appeals tracking, reporting, and workflow efficiency

Benefits

Medical – HMO & PPO Plans
Dental – HMO & PPO Plans
Vision or Vision Reimbursement
Share the Savings
Basic Life Insurance
Supplemental Life Insurance (with optional dependent coverage for eligible employees)
Accidental Death and Dismemberment Insurance
County Allowance Credit
Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
Short-Term Disability Insurance
Long-Term Disability Insurance
Voluntary Benefits - Accident Insurance, Critical Illness, Long-Term Care, Hospital Indemnity and Legal Services
Employee Assistance Program
Retirement Plan - (Defined Benefit Pension Plan)
Deferred Compensation Plan (457 Plan or Roth Plan)
12 paid holidays
Floating Holidays
Vacation and sick leave accrual
Vacation purchase program
Management Paid Leave
Catastrophic Sick Leave
Pet Insurance
Commuter Benefits Program
Guaranteed Ride Home
Employee Wellness Programs
Employee Discount Programs
Child Care Resources
1 st United Services Credit Union