Department Summary
The Probation Department is a law enforcement agency within the County of Monterey, with 5 major divisions: 4 operational divisions (Adult, Juvenile, Juvenile Hall, and Youth Center), and one infrastructure division, Administration, which includes Finance, Personnel, Training, Grants and Contracts, and Technology. The Department has about 270 permanent positions (with the majority being sworn officers), in addition to temporary staff and interns. Probation is a fast-paced environment which requires excellent customer services skills, personal initiative, adaptive thinking, strong ethics and commitment while maintaining a sense of family and camaraderie.

Position Summary
The Probation Department, Administration Division seeks an Administrative Secretary-Confidential to provide administrative support to two Department Executives, the Chief Probation Officer and the Assistant Chief Probation Officer. Incumbents in this position perform a wide variety of administrative and secretarial duties which require a substantial degree of autonomy.

The Eligible List established by this recruitment process may be used to fill current and future vacancies on a regular full-time, part-time, or temporary basis County-wide.

Examples of Duties

• Sets priorities, researches, compiles and organizes information for supervisor’s use in completing reports, special projects, etc.; follows up on projects initiated by supervisor to assure their completion.
• Using discretion, monitors supervisor’s day-to-day activities and schedules. Exercises considerable judgments in committing the supervisor’s time; clears conflicts; arranges travel itineraries and makes reservations. Arranges appropriate meeting and conference accommodations to properly receive guests.
• Assembles agendas, prepares meeting files, records and transcribes minutes of meetings, commissions or committees.
• Acts in a liaison capacity between the supervisor, his staff and representatives from other departments, agencies, and the public in situations often involving problem solving or discussion and persuasion to gain concurrence and cooperation.
• Screens office visitors, phone calls and correspondence, establishes priorities and refers to appropriate staff member.
• Organizes and maintains files and records.

Thorough knowledge of:

• Correct grammar, rules of punctuation and spelling
• Proper format for business correspondence and form
• Filing systems, including indexing and cross-reference methods
• Office management and organizational methods

Skill and Ability to:

• Research and analyze information gathered in order to compose reports or special projects
• Read, interpret and apply laws, ordinances and departmental procedures
• Organize, delegate and evaluate the work of subordinate employees
• Analyze, evaluate and resolve potentially sensitive issues through discussion and persuasion in order to gain concurrence and cooperation
• Establish and maintain constructive and harmonious relationships with department heads, elected officials and the general public
• Operate a variety of office equipment such as smartphones, projection monitors, and personal computer
• Type a minimum of 50 words per minute
• Take and transcribe verbatim dictation may be required for some positions.

Examples of Experience/Education/Training

Experience: Five years of experience performing increasingly responsible clerical duties. Some positions may require experience including lead worker responsibility Two years in the class of Senior Secretary

Additional Information

BENEFITS:

The County of Monterey offers an excellent benefits package. Please visit our website to view the J Unit Benefit Summary Sheet. This information is not legally binding, nor does it serve as a contract. The benefits listed in the Monterey County Personnel Policies and Practices Resolution or Memorandum of Understanding (MOU) prevail over this listing.

COVID-19:

On July 30, 2021 the County of Monterey Board of Supervisors took action to mandate COVID-19 vaccination for all employees to include new hires. The vaccination requirement is in accordance with Section 25 of the County of Monterey Emergency Response Manual and COVID-19 Prevention Program Link Applicants who accept employment with the County of Monterey, will be required to be fully vaccinated. However, individuals may request medical or religious exemptions and will be required to complete the appropriate request and certification forms for review and approval no later than their start date. Medical /Religion.

NOTES:

• As a condition of employment, prospective employees may be required to submit to a background review which may include a review of information concerning present and/or prior employment, driving record, and record of any criminal convictions.
• Employment is contingent upon acceptable documentation verifying identity and authorization for employment in the U.S.; a list of acceptable documents is available on the USCIS Form I-9.
• If you are hired into this classification in a temporary position, your rate of pay will be hourly, and you will not be eligible for the benefits listed in the summary.

The selection process is tentative, and applicants will be notified if changes are made. To assess applicants' possession of required qualifications, the examination process may include an oral examination, pre-examination exercises, performance examination, and/or written examination. The competitive examination process includes submittal of required application materials. A complete application package will include:

• A completed County of Monterey Employment Application

• Responses to the Supplemental Questions

Applicants who fail to provide all required materials by the final filing deadline will not be considered. Resumes, cover letters, letters of interest, and other correspondence will not be accepted as a substitute for required application materials. All required application materials will be competitively evaluated. Those applicants that are determined to be the most appropriately qualified will be invited to participate further in the selection process.

EQUAL OPPORTUNITY AND REASONABLE ACCOMMODATION
Monterey County is a drug-free workplace and an equal opportunity employer. The County seeks candidates who can make contributions in an environment of cultural and ethnic diversity. Monterey County is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact Monica Molina, Human Resources Analyst, at (831) 755-3916, or molinaml@co.monterey.ca.us