• Job Description

  Req#: 4269793
  
  We are seeking a customer service oriented, reliable and proactive Executive Assistant to support the Santa Barbara County Probation Department. Under general supervision, the Executive Assistant provides a full range of confidential and sensitive executive administrative duties requiring considerable independent judgment for the Probation Department Executive Staff and performs other duties as required. This is an at-will position, exempt from Civil Service provisions, who serves at the pleasure of the Chief Probation Officer.
  
  The work location for this position may be in Santa Barbara or Santa Maria. Please choose all available locations when applying. Travel throughout the County may be required.
  
  The ideal candidate will possess:
  • Experience or knowledge of Board docketing policies and procedures
  • Experience with agenda and minute preparation, recording minutes and live minute-taking, etc
  • Experience with calendar management for multiple executive employees
  • Experience with coordination of Brown Act notices, agendas, documents, and meetings
  • Experience with analyzing report and project information
  • Experience with arranging travel and preparing travel claims
  • Experience managing and coordinating multiple projects
  • Experience preparing and storing confidential materials and documents
  • Experience finding creative solutions to problems in a fast-paced environment
  • Proficiency in proofreading, grammar, English usage, typing, and MS office
  • Excellent oral and written communication skills and ability to interact with all levels of internal and external customers
  • Ability to remain professional with the utmost level of diplomacy and integrity, and to preserve confidentiality of materials and information
  • Background of multi-tasking with constant interruption
  • Outstanding customer service
  1. Coordinates and facilitates calendars for multiple executives within Probation Department; arranges appointments, meetings, and conferences; makes travel arrangements and processes travel reimbursements; plans and coordinates large events and meetings.
  2. Relieves Probation Department executives of certain administrative matters by reading and screening incoming correspondence and reports, making preliminary assessments of the importance of materials, organizing documents and handling some matters personally by making referrals to appropriate staff and keeping informed of pertinent activities and deadlines; researches, compiles and processes information including confidential and sensitive information.
  3. Drafts and produces a wide variety of finished documents from notes, printed materials or brief instructions using Word, Excel, and other Microsoft Office products; initiates correspondence independently for the Chief Probation Officer’s signature; articulates the Probation Department’s vision and directives by matching tone and content with the Chief Probation Officer’s intended message in oral and written communications; reviews finished materials for completeness, accuracy, format compliance with policies and procedures, and appropriate English usage; develops presentations and reviews presentation materials (slides, graphs, letters and reports) for proper layout and flow.
  4. Prepares meeting agendas; takes and prepares minutes for various executive meetings and prepares meeting materials for review or distribution.
  5. Receives screens and directs visitors and telephone callers; determines which are priority matters and alerts the Executive Officer accordingly.
  6. Organizes Board agenda item letters, materials, and routing of certain items for concurrences and approval; facilitates Board filings.
  7. May supervise, train, assign, review and evaluate the work of office support staff.
  *These examples of duties are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.In order to be considered for this position, applicants must provide detailed information on their application to demonstrate how they meet the employment standards listed below :
  
  1. Four years of secretarial experience which includes: coordinating and facilitating a manager/executive's calendar to arrange appointments, meetings and conferences; acting as a liaison between a manager/ executive and subordinates or others, which requires making assessments of the importance of the caller or issue and responding appropriately; and independently composing and producing professional letters and memoranda for a manager/executive; or,
  2. A combination of training, education, and experience that is equivalent to one of the employment standards listed above and that provides the required knowledge and abilities.
  Completion of college level course work in English or a related subject is desired and may be substituted for one year of the required experience. Experience with Excel and PowerPoint is also desired.
  
  Additional Qualifications: Some positions may require a specific typing speed and California Class C Driver's License.
  
  Knowledge of: business English, spelling, grammar syntax and punctuation; of business phone etiquette; and ability to use Microsoft Word to produce professional materials and Outlook.
  
  Ability to: write clear and concise reports and correspondence; compose correspondence from brief or minimal directions to specific situations; proofread and detect errors in spelling, grammar, syntax and punctuation; listen attentively to obtain and relay key information; organize and articulate information; speak clearly and concisely; identify problems, solve them, act decisively and show good judgment; take action without being prompted; take personal responsibility for actions; anticipate and meet department head, customer and staff's needs; maintain confidentiality; work effectively in spite of changes in priorities and unanticipated problems/solutions; multitask; establish, communicate and model performance and behavior standards and hold self and staff accountable for meeting those standards; deal diplomatically with customers and staff; work well under stressful circumstances and pressing deadlines; interact effectively with various levels of management staff within and outside the Department and County.
  1. Review Application and Supplemental Questionnaire to determine applicants who meet the employment standards.
  2. Personal History Questionnaire (PHQ): Candidates will be emailed a notice with instructions to complete a Personal History Questionnaire. Failure to submit a PHQ by the deadline will result in disqualification from the selection process. Candidates who successfully pass the PHQ will advance to the next step in the selection process.
  3. Application Ranking. Candidates that meet the employment standards will have their application evaluated and scored. Candidates' final score and rank on the eligibility list will be determined by the information provided on their application that demonstrates the skillset outlined in the ideal candidate section.
  
  Candidates must receive a passing score to be placed on an employment list. Those candidates who are successful in the selection process will have their names placed on the employment list for a minimum of three months. At the time the employment list is established, all candidates will receive an email notice of their score on the exam(s), rank on the employment list, and exact duration of the employment list.
  
  REASONABLE ACCOMMODATIONS: The County of Santa Barbara is committed to providing reasonable accommodation to applicants. Qualified individuals with disabilities who need a reasonable accommodation during the application or selection process should contact the recruiter listed on the job posting. We require verification of needed accommodation from a professional source, such as a Medical Provider or a learning institution.
  
  Recruiters will correspond with applicants by e-mail during each step in the recruitment process. Applicants are reminded to check spam filters continuously during the Recruitment & Selection Process steps listed above to ensure they do not miss required deadlines.
  
  BACKGROUND DISQUALIFIERS :
  
  
  • An admission of having committed any act amounting to a felony within five years in California, or in another state which would be classified as a felony in California
  • An adult felony conviction in California, or with a conviction for an offense in another state which would be classified as a felony in California
  • Currently on Probation or Parole
  • Adult felony and/or misdemeanor conviction(s) may be disqualifying depending on type, number, severity, and how recent
  • Conviction of/or sustained petitions for any sex crime
  • Recent use and/or possession of illegal drugs; Failure to reveal prior use will be disqualifying
  • Unfavorable work history
  • Poor credit history
  • History of committing domestic violence
  • Dishonesty or failure to reveal pertinent information
  
  If candidates pass and are in the top group, they will be sent to the hiring department for consideration and potential selection interviews. Those that are interviewed and are still being considered for a position will advance to the next step in the hiring process, which includes the following:
  
  
  • Polygraph Examination: measures the accuracy of information disclosed on the PHQ and during the background investigation.
  • Background Investigation: includes an interview and in-depth background investigation of arrest records, personal, military, credit, and employment history; inquiry of persons who know you and evaluate whether you respect the law and rights of others; are dependable and responsible; have demonstrated mature judgment in areas such as the use of drugs and intoxicants; are honest; and a safe driver.
  • Live Scan: Electronic fingerprint scanning that is certified by the State Department of Justice.
  Disaster Service Worker: Pursuant to Governmental Code section 3100, all employees with the County of Santa Barbara are declared to be disaster service workers subject to such disaster service. Activities as may be assigned to them by their superiors or by law.
  
  Statement of Commitment
  The County of Santa Barbara is dedicated to cultivating and sustaining an environment that exhibits equity and inclusion everywhere, and at all levels of our organization. The County believes equity is a fundamental principle that must be imbedded in policies, institutional practices and systems. The County recognizes the negative impacts of systemic racism and is committed to eliminating the barriers affecting our Black, Latinx, Indigenous, and Asian community members, as well as people of other diverse racial and ethnic backgrounds. We envision a world where society and its systems (e.g. education, criminal justice, and health care, housing the economy) are just, fair, and inclusive, enabling all people to participate and reach their full potential.
  
  We celebrate community and employee diversity, strive for inclusion and belonging, and promote empowered participation. We aspire to build a workforce that is reflective of these values and the communities we serve. We are proud to be an equal opportunity employer and will resolutely uphold federal, California state law and/or Santa Barbara County ordinances.
  
  We believe equity and inclusion are vital to fulfill the County’s mission and to embody a culture of “One County, One Future.” Expanding the full range of employee talent allows the County to deliver our best to all our community members.
  
  We believe in the dignity and humanity of all people. We strive for a healthy and prosperous society that promotes all people having equitable access and opportunity.
  
  APPLICATION AND SUPPLEMENTAL QUESTIONAIRE DEADLINE: 12/08/2023 at 4:59 PM PST; Postmarks are not accepted. Applications and job bulleting can be obtained 24 hours a day @sbcountyjobs.com.
  
  
  Collin Graham, Senior Employment Analyst: cgraham@countyofsb.org

• About the company

  Santa Barbara County, California, officially the County of Santa Barbara, is located in Southern California.

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