Secretary, Civil Service Commission

The Job

Apply by 5:00 PM on Friday, January 20, 2023, to be considered for 1st Round Interviews

San Bernardino County is seeking a highly qualified executive secretary/administrative assistant to provide highly responsible administrative/secretarial support to the County's Civil Service Commission.

The Civil Service Commission (Commission) of San Bernardino County consists of five members appointed by the Board of Supervisors. The Commission serves as an independent investigative or hearing body for adjudicating employee appeals on personnel matters as set forth in the County Personnel Rules. The Commission meets on a monthly basis and may hold special meetings as needed to handle matters requiring additional time or special scheduling.

The Secretary for the Civil Service Commission is responsible for providing support during all Commission meetings as well as in preparation for the meetings. As such this position will be assigned a schedule with a minimum of twenty five (25) hours per week. There is the opportunity to increase work hours up to forty (40) hours per week, depending on workload and the volume of cases/hearings being presented to the Commission.

The Secretary will take direction from the Chairman of the Commission and have responsibility for all administrative support functions and operations of the Civil Service Commission office. The primary duties include but are not limited to:

• Acts as agent for the Commission on matters not requiring a public hearing or in matters requiring a preliminary hearing; issues subpoenas on behalf of the Commission.
• Prepares agenda, documents and reports for Commission meeting; records and transcribes minutes during the meetings; develops and maintains systems for recording, preserving, retrieving and duplicating data and records.
• Regularly interacts with State, County and local officials on items before the Commission; briefs commissioners and prepares reports of activities.
• Interprets policies and procedures and acts as liaison for the Commission between County Human Resources Department, recognized employee organizations, appellants, hearing officers and others bringing matters before or interacting with the Commission.
• Prepares correspondence on behalf of the Commission in response to informational requests.
• Responds to matters of interest to the Commission and makes recommendations on issues within scope of position's authority.

This position offers excellent Executive Benefits that include:

• Benefits are pro-rated for part-time hours
• Retirement and deferred compensation plans (401k and 457)
• Administrative Leave
• Paid Vacation, Sick and Holiday Leave
• $50,000 County paid basic life insurance
• Medical, dental and vision coverage for employee and dependents

Minimum Requirements

Experience: Two and one-half (2-1/2) years of administrative secretarial experience in support of a specified professional or administrative position(s) where duties included collecting and analyzing information, project management/support, composing and routing correspondence, maintaining files and records, and preparing agendas. Qualifying experience is typically equivalent to the San Bernardino County Secretary I classification and above.

• AND -

Typing: 50 WPM minimum corrected typing speed.

Note: General clerical experience (e.g., Office Assistant II, III, IV, Office Specialist) is not considered qualifying.

Desired Qualifications

The ideal candidate for Secretary, Civil Service Commission will:

• Possess strong written communication skills with thorough mastery of English, grammar, spelling and punctuation and the ability to independently initiate, draft, and prepare error free correspondence and reports.
• Have experience working with boards or commissions, including meeting and agenda preparation and recording of minutes.
• Be able to execute independent decision-making on day-to-day administrative and office procedures.
• Be highly organized and possess a thorough knowledge of office methods, procedures and practices as well as strong computer skills, particularly with the Microsoft Office Suite.
• Be a self-starter, able to efficiently run an office of one and complete assignments and tasks while following directions or receiving guidance that will be generally provided from off-site.
• Be a team player, possess excellent work ethic, and be able to handle sensitive situations and ensure a high level of confidentiality while demonstrating the utmost integrity in all areas of this position.
• Possess excellent communication skills, a highly professional demeanor, and the ability to interact tactfully, diplomatically and positively with commissioners, Board of Supervisors, HR staff, union representatives, mediators, and County employees.

Selection Process

Application Procedure: To receive consideration for this excellent opportunity, please complete and submit the online employment application and supplemental questionnaire by the posted deadline. Resumes will not be accepted in lieu of completing the application and/or the supplemental questionnaire.

Priority Application Review Date: Priority consideration will be given to applications received by 5:00 p.m. on Friday, January 20, 2023. Applications reviewed daily; apply asap as this recruitment may close at anytime once a sufficient number of qualified applications are received.

Selection Process: The selection process will consist of a competitive evaluation of qualifications based on the application and responses to the supplemental questions. The most highly qualified candidates will be referred to the appointing authority for further consideration. Candidates advancing in the selection process will receive further information/instructions via email only.

To ensure timely and successful submission of your online application, please allow ample time to complete and submit your application before the posted filing deadline. Applicants will be automatically logged-out if they have not submitted the application and all required materials prior to the posted deadline. Once your application has been successfully submitted you will receive an onscreen confirmation and an email. We recommend that you save and/or print these for your records.

If you require technical assistance, please click HERE to review the Government Jobs online application guide , or contact their Toll-Free Applicant Support line at (855) 524-5627. Please note that Human Resources is not responsible for any issues or delays caused by computer or browser used to submit the application.

EEO/ADA: San Bernardino County is an Equal Employment Opportunity (EEO) and Americans with Disabilities Act (ADA) compliant employer, committed to providing equal employment opportunity to all employees and applicants.

ADA Accommodation: If you have a disability and require accommodations in the testing process, submit the Special Testing Accommodations Request Form within one week of a recruitment filing deadline.

Veterans’ Preference: Eligible veterans and their spouse or widow(er) who are not current County employees may be awarded additional Veterans’ Preference points. Click here for information and instructions to request Veteran's Preference points.

Please click HERE for important Applicant Information and the County Employment Process .