Confidential Assistant III

About the Opportunity

THE IDEAL CANDIDATE
The Behavioral Health and Recovery Services Human Resources team is searching for enthusiastic and dedicated professionals to join their payroll, recruitment, leave, and operations and benefits teams to fill multiple extra-help/part-time Confidential Assistant III positions.

To learn more about the department, click here.

Click here for details.

THE POSITION
These are technical positions responsible for processing human resource functions. Each position will be support one of the following: 1) payroll, 2) recruitments, 3) employee leave requests, 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 Ill position is the advanced journey-level class in the Confidential Assistant series. This classification requires the ability to work independently, performing the more complex, highly skilled and responsible clerical assignments. These duties reflect a greater degree of responsibility than those found in the Level I or II. 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

• Comply with HIPPA and County confidentially rules/standards when handling confidential personnel, financial and departmental documents and correspondence;
• Maintain/manage employee personnel files and electronic file systems:
• Review and answer routine correspondence, and respond to inquiries in a timely fashion;
• Interpret and explain County/department rules, policies and procedures, Memorandum of Understanding (MOU's), and leave and/or benefit plan documents for employees and other County departments;
• Serve as a liaison with County departments, employees and outside agencies in a professional manner;
• Process department payroll;
• Update County website and Connect pages;
• Perform functional testing of HRMS/PeopleSoft system updates;
• Develop training materials and written resources;
• Conduct County-wide trainings and workgroups;
• Screen leave of absences for protected leaves and/or benefit eligibility;
• Apply Federal, State and County laws and policies to leave requests;
• Issue correspondence for leave of absence requests regarding protected leaves within mandated timeframes;
• Process Personnel Action Forms (PAFs);
• Administer benefit processes such as benefit enrollments, family status changes, and open enrollment administration;
• Calculate and apply payroll adjustments for benefit premiums using basic accounting principles and formulas;
• Assist in the development of training, new forms and processes to assure continuous improvements in Benefits, Leaves and HR Operations;
• Review materials for completeness and accuracy;
• Administrative support; and
• Perform other duties as assigned.

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

KNOWLEDGE

• Personnel and Human Resources - Knowledge of confidential principles and procedures for personnel, training, compensation and benefits, payroll, labor relations, and personnel information systems;
• Administrative - Knowledge of administrative and office procedures and systems such as word processing systems (Microsoft Office Suite), managing and maintaining files and records, designing forms, and workplace terminology;
• English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar;
• 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, both internally and externally; and
• Research Methods - Knowledge of methods to compile and verify information that results in a follow-up summary or report writing.
• Purpose - Understand the importance of the County vision, mission, values and priorities.

SKILLS/ABILITIES

• Commitment to Inclusiveness - Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias.
• Culture - Exhibit the County values as an influencer of County culture.
• Speaking - Talking to others to convey information effectively;
• Typing - Ability to type at a speed of 45 WPM;
• 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;
• Reading Comprehension - Understanding written sentences and paragraphs in work-related documents;
• Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems;
• Writing - Communicating effectively in writing as appropriate for the needs of the audience;
• Service Orientation - Actively looking for ways to help people;
• Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do;
• Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making;
• Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one;
• Complex Problem Solving - Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions;
• Instructing - Teaching others how to do something;
• Law and Government- Understand and apply laws, rules, procedures and policies relating to the work of the department;
• Coordination - Adjusting actions in relation to others' actions;
• Learning Strategies - Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things;
• Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action; and
• Time Management - Managing one's own time and the time of others in order to meet ongoing deadlines.

We recognize your time is valuable, please only apply if you meet the following required qualifications.

EDUCATION/EXPERIENCE

PATTERN I

• Three (3) years of journey-level clerical experience reviewing and analyzing data, performing data entry, or maintaining large file systems.

PATTERN II

• Two (2) years of journey-level clerical experience; AND
• 30 college semester units or 20 college quarter units in Human Resources Administration, Communications, Business Administration, Public Administration, or a closely related field.

PATTERN III

• One (1) year of journey-level clerical experience; AND
• 60 college semester units or 40 college quarter units in Human Resources Administration, Communications, Business Administration, Public Administration, or a closely related field.

Proof of education will be required for verification purposes at the time of application screening. Applicants who are unable to submit proof must call 209-525-6341 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.

• Three (3) months experience working within the Oracle PeopleSoft system; OR
• Three (3) months experience running benefits administration in a large public agency; OR
• Three (3) months experience processing employee leaves of absence in a large public agency; OR
• Six (6) months experience performing general human resources functions handling confidential employee data.

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: November 12, 2024

Written Examination: Week of November 20, 2024

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.

Benefits associated with this position can be found at Benefits Summary .

Closing Date/Time: 11/12/2024 5:00 PM Pacific

• 

• Stanislaus County

• (209) 525-6341

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