Administrative Services Assistant Ii

The Position

Contra Costa County recognizes that our employees are our strongest and greatest assets.
Contra Costa County is looking to fill an exciting opportunity for an Administrative Services Assistant II. While Administrative Services Assistant II is a County-wide position, there is currently one (1) vacancy in the Office of Reentry & Justice.

The Office of Reentry & Justice (ORJ) (administrative unit of the Probation Department) was established to align and advance the County's public safety realignment, reentry, and justice programs and initiatives for adult and juvenile justice systems; provides oversight for the implementation of the AB 109 Community Programs; and provides staffing support to the County's reentry and justice related advisory bodies.

The scope and responsibilities of the ORJ include:

• Fostering capacity-building and partnership development;
• Advancing knowledge of relevant issues, research, and best practices in the fields of reentry, public safety realignment, and justice within the adult and juvenile justice systems;
• Identifying and developing new initiatives and funding opportunities to support the work;
• Conducting public outreach, information sharing, and community engagement.
• Facilitating collaborative efforts around policy development, operational practices, and supportive services;
• Coordinating a broad array of reentry, public safety realignment, and justice-related services;
• Supporting legislative advocacy;
• Managing data and evaluation of funded services; and
• Leading the procurement process and contract management for community-based reentry service providers;

The Office of Reentry & Justice (ORJ) is seeking an Administrative Services Assistant II (ASA II). Under the direction of ORJ management, the ASA II will be responsible for supporting the day-to-day office functions by handling office management and operations of the ORJ and marketing outreach to ORJ’s stakeholders; prepare, draft, and conduct administrative tasks that support the work of the advisory bodies assigned to the ORJ; provide administrative support and updates to project management tools for the unit; and provide exemplary customer service to intra- and inter-agency stakeholders, as well as the general public.

We are looking for someone who is:

• Detail-oriented and can work both independently and as part of a team
• Willing to learn and share learning with others
• An effective communicator both orally and in writing
• Passionate about public service and values the professional and lived experiences of others
• Effective at managing time and organizing work activities
• Experienced in providing excellent customer and administrative support to advisory bodies, external stakeholders, and the general public
• Experienced working with web-based platforms that support office and project management and online communications with various audiences

What you will typically be responsible for:

• Scheduling meetings, organizing documentation, and other administrative tasks to support ORJ management during procurement processes
• Updating and maintaining the ORJ filing system, and organizing and updating outreach contact lists
• Supporting the development of outreach marketing materials
• Responding to administrative requests from internal and external stakeholders
• Providing admin support, notetaking, and follow-up for other general meetings, training, and convenings as needed
• Creating and updating office forms and templates as needed
• Processing requests or inquiries from staff, advisory body members, and members of the public, and maintaining timely responses and follow-up communications as needed
• Coordinating and maintaining office schedules and staff calendar
• Providing administrative support to advisory body meeting functions such as drafting minutes, maintaining member roster, agenda packet compiling, and posting

A few reasons you might love this job:

• You will have the ability to engage with different audiences for mission-driven causes
• We have a great team atmosphere and supportive working environment
• There are many opportunities to expand knowledge in the fields of reentry and justice through professional development
• You can make positive contributions to an emerging division within the Probation Department

A few challenges you might face in this job :

• Having a keen eye for detail. Specific documentation created while in this role will be publicly accessible, represent the ORJ and Probation Department and must be accurate, clear, and concise.
• Juggling multiple tasks with varying deadlines at once will be a common and ongoing experience for this role. With strong organizational, prioritization, and time management skills, she/he/they will be successful in this position.
• Maintaining exemplary customer service to challenging stakeholders or members of the public.

Competencies Required:

• Building & Maintaining Relationships: Establishing rapport and maintaining mutually productive relationships.
• Self-Management: Showing personal organization, self-discipline, and dependability.
• Adaptability: Responding positively to change and modifying behavior as the situation requires.
• Professional & Technical Expertise: Applying technical subject matter to the job..
• Involving Others (Engaging Teams): Engaging others for input, contribution, and shared responsibility for outcomes.
• Interpersonal Savvy: Considering and responding appropriately to the needs and feelings of others in different situations.
• Professional Integrity & Ethics: Displaying honesty, adherence to principles, and personal accountability.
• Customer Focus: Attending to the needs and expectations of customers.
• Attention to Detail: Focusing on the details of work content, work steps, and final work products.
• Innovative Problem Solving: Identifying and analyzing problems in order to propose new ways to do business.
• Displaying Ownership and Accountability: Holding self and others accountable for measurable high-quality, timely, and cost-effective results.
• Critical Thinking: Analytically and logically evaluating information, propositions, and claims.

Minimum Qualifications

License Required: Possession of a valid California Motor Vehicle Operator’s License. Out of state valid motor vehicle operator’s license will be accepted during the application process.

Education: Possession of a Bachelor's degree from an accredited college or university with a major in business administration or public administration or a closely related field.

Experience: Eighteen (18) months of full-time experience or its equivalent in an administrative staff position performing administrative, budgetary or personnel analysis.

Substitution for Education: Successful completion of at least 60 semester or 90 quarter units from an accredited college or university which included at least one three semester unit course in each of the following areas: (1) English Composition (2) Business or public administration, political science or government (3) Mathematics or Statistics and (4) Psychology or behavioral science ; and two years full time experience or its equivalent in an administrative or staff capacity performing administrative, personnel or budgetary analysis which included the research, analysis and preparation of written reports; or an acceptable combination of qualifying experience beyond the two-year minimum education requirement may be substituted for the Bachelor’s degree.

Substitution for Academic Major Experience: 1.) One (1) additional year of qualifying experience may be substituted for the required academic major; 2) Possession of a Master’s degree in public administration, business administration, or a closely related field may be substituted for academic major or six (6) months of the required experience.

Selection Process

After you receive a conditional job offer, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction conflicts with the specific duties and responsibilities of the job for which you have received a conditional job offer. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances. Having a conviction history does not automatically preclude you from a job with Contra Costa County. If you accept a conditional job offer, the Human Resources Department will contact you to schedule a fingerprinting appointment. All Contra Costa County employees are designated Disaster Service Workers through state and local law. Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned and to return to work as ordered in the event of an emergency.
It is the policy of Contra Costa County to consider all applicants for employment without regard to race, color, religion, sex, national origin, ethnicity, age, disability, sexual orientation, gender, gender identity, gender expression, marital status, ancestry, medical condition, genetic information, military or veteran status, or other protected category under the law.