Administrative Associate, County Administrator's Office (CAO)

Alameda County

Date Opened

6/12/2026 12:00:00 AM

Filing Deadline

6/26/2026 5:00:00 PM

Salary

$41.17 - $50.58/hour; $85,633.60 - $105,206.40/year

Employment Type

Permanent Full-Time Employment

HR Analyst

Sam Gee

Department

County Administrator

Work Location

Oakland

Type of Recruitment

New, open, assembled

Introduction

THIS IS A NEW ASSEMBLED EXAMINATION. The eligible list resulting from this examination will cancel any existing list and may last approximately one year but can be extended.

Supplemental Questionnaire: A properly completed Supplemental Questionnaire must be submitted with each application. Applications and Supplemental Questionnaires must be in the possession of the Human Resource Services Department by 5:00 p.m. on the Last Day for Filing. Failure to submit the Application or Supplemental Questionnaire will result in disqualification.

Applications and Supplemental Questionnaires will only be accepted online.

The Position

Under minimal supervision, Administrative Associate, CAO incumbents function in lead secretarial capacities and perform the most complex and time sensitive assignments, secretarial and administrative duties in support of various units of the County Administrator’s Office. These positions often engage in higher level contact with principal County officials, community members, the public regarding official Board meetings and related Board actions, more complex agenda items, legislative issues and assessment appeals.

Positions often involve exposure to confidential information unique to the Board of Supervisors, Board Committees, Assessment Appeal Board, or County Administrator's Office including fiscal, political and personnel matters having Countywide impact. Additionally, incumbents are expected to exercise initiative, discretion, and good judgment in the analysis and resolution of issues that require technical or specialized knowledge of County organization, policy and procedures. Incumbents may function as leads and may be assigned supervisory responsibilities over lower-level positions.

This position will be assigned to support the Assessment Appeals Unit within the County Administrator’s Office. The incumbent will play a critical role in coordinating and administering hearings related to property assessment appeals, ensuring compliance with statutory requirements, maintaining official records, and supporting Assessment Appeals Board members and hearing officers, and the public throughout the appeals process. Incumbents function in an administrative capacity performing the most complex, sensitive, and time-critical administrative duties in support of the Clerk of the Board and Assessment Appeals Unit. This role involves frequent interaction with County leadership, legal staff, appellants, and the public regarding formal hearings and related actions.

Key Responsibilities: (vary based upon assignment) NOTE: The following are duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

Prepare correspondence, documents, agendas and minutes of meetings (i.e., Board meetings, Board Committees, Assessment Appeals Board, and special ad hoc committees) with an eye for grammar and composition
Coordinate and administer Assessment Appeals Board hearings, including scheduling, noticing, and logistics in accordance with statutory timelines, prepare and manage official records, including agendas, hearing calendars, minutes, and decisions for the Assessment Appeals Board
Serve as clerk to the Assessment Appeals Board during hearings; record proceedings and ensure accuracy of the official record
Interface with appellants, agents, County departments (e.g., Assessor), and legal counsel regarding appeals processes, requirements, and case status
Track and maintain appeals case data, deadlines, and outcomes using databases and case management systems
Ensure compliance with applicable laws, rules, and procedures governing property assessment appeals
Handle sensitive, confidential, and legally significant information with a high degree of discretion
Support process improvements related to appeals tracking, reporting, and workflow efficiency

Ideal Candidate

Administrative Associates are integral team members, their support and assistance are key to keeping our operations productive. Administrative Associates must be proactive, flexible and have the ability to adapt to a fast paced environment, with evolving responsibilities and assignments while still meeting time-sensitive deadlines. Administrative Associates perform progressively responsible administrative support functions in a highly confidential, political, and dynamic environment, which require strong written and oral communication skills.

Successful candidates will have the ability to resolve operational and administrative issues, synthesize and interpret data from a variety of sources and to provide high quality reports while exercising judgement. The ideal candidate is someone who is energetic, detail-oriented, self-motivated, has a can do attitude with the ability to manage multiple priorities, understands the services and dynamic nature of the County Administrator's Office. Possession of strong business judgment and excellent communication skills is required to interact with a variety of people and to perform complex job functions. An Administrative Associate must be able to utilize their skills to identify opportunities to strategically support the goals, vision and mission of the department.

In addition to meeting the minimum qualifications, the ideal candidate for this assignment will demonstrate the following:

Experience supporting boards, commissions, or administrative bodies, including preparing agendas, minutes, and official records
Knowledge of or experience with hearing based processes, legal procedures, or regulatory environments
Ability to interpret and apply policies, procedures, and statutory requirements accurately
Strong experience managing high volume caseloads, tracking systems, or databases with strict deadlines
Skill in coordinating with diverse stakeholders, including the public, legal counsel, elected officials, and technical staff
Ability to clearly explain processes and requirements to individuals who may be unfamiliar with government procedures
Exceptional organizational skills and attention to detail, particularly in maintaining legally significant records
Demonstrated ability to handle confidential and sensitive information with sound judgment
Strong written communication skills, including preparing formal documents such as agendas, minutes, and correspondence
A proactive, adaptable, and dependable approach to work in a fast-paced environment

Desirable Qualifications

Experience supporting an Assessment Appeals Board or similar body
Familiarity with property tax or assessment processes
Knowledge of Brown Act/open meeting requirements
Experience with case or hearing management systems
Valid California Driver's License - Some positions may require travel

MINIMUM QUALIFICATIONS

Either I

The equivalent of two years of full-time experience in the class of Secretary I, or an equivalent or higher level clerical class in Alameda County classified service, that requires a typing proficiency level of not less than 40 wpm. (Non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts.)

Or II

The equivalent of four years of full-time secretarial or office administrative experience which included considerable exercise of initiative and independent judgment and would provide the knowledge and skills listed.

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.

Knowledge of:

Modern office practices and procedures, including business correspondence, filing, and standard office equipment operations.
Specialized program knowledge of work requiring the application of a variety of rules, procedures, codes, calculations, and systems is required in some positions.
Techniques and practices for dealing with individuals from various socio-economic and ethnic groups, in person, via telephone, and through correspondence (may include contacts with irate and hostile individuals).
Data processing applications and systems and the principles of modern office management.
Proficiency in Microsoft Office systems.
Standard office administrative and secretarial practices and procedures including business correspondence, correct English usage, grammar, spelling, vocabulary and punctuation.
Records management principles and practices and research methods and techniques.
Business mathematics and financial record keeping and report production.
Customer Service practices, principles and techniques for dealing with the public in person and over the telephone regarding sensitive and/or political issues.

Ability to:

Learn the legal requirements governing the processing of documents related to Board actions.
Maintain and secure confidential, highly sensitive records.
Analyze and problem solve.
Interpret, apply and explain policies, procedures and regulations, prepare a variety of correspondence, reports and other written materials.
Retain and recall information to respond to inquiries and to efficiently search files and retrieve data as required.
Organize and prioritize own workload and adjusting to changes in workload and assignments to meet critical deadlines under pressure.
Effectively communicate effectively both verbally and in writing.
Comprehend information requests and respond courteously, efficiently and accurately.
Make sound decisions.
Demonstrate interpersonal sensitivity.
Adapt to challenging situations.
Plan, organize and coordinate work.
Take initiative and work independently.
Be flexible and adjust to changing priorities.
Be an effective team member.
Establish and maintain effective working relationships with those encountered during performance of duties.
Word process and type 40 wpm.
Plan own work, complete multiple, concurrent projects and meet critical time deadlines.

EXAMINATION COMPONENTS

THE EXAMINATION WILL CONSIST OF THE FOLLOWING STEPS:

A review of applicants' applications to verify possession of minimum requirements. Those applicants who possess the minimum requirements for the class will move on to the next step in the examination process.

A review of candidates’ Supplemental Questionnaires to determine the best qualified. Those candidates considered the best qualified will move on to the final step in the examination process.

An oral interview which will be weighted as 100 % of the candidate's final examination score. The oral interview may contain situational exercises.

CANDIDATES MUST ATTAIN A QUALIFYING RATING ON EACH PORTION OF THIS EXAMINATION. We reserve the right to make changes to the announced examination components.

Alameda County utilizes a Civil Service Selection System founded on merit. Such a system is competitive and based on broad recruitment efforts and equal opportunity for qualified applicants to test in an examination process designed to determine the qualifications, fitness and ability of competitors to perform duties of the vacant position. Many of our recruitments are targeted and specific to the needs of a current vacant position, in which case, the eligible list may be exclusively used for that current vacant position. Other recruitments may be more broadly used for both current and future vacancies, or for other alternate jobs with comparable scopes of work.

To learn more about our recruitment and selection process, please visit our website https://hrs.alamedacountyca.gov/

RECRUITMENT AND SELECTION PLAN

Applicants will be informed via email with reasonable notice in advance of any examination process which will require their attendance.

TENTATIVE RECRUITMENT PLAN

5:00:00 p.m., Friday, June 26, 2026

Review of Applications & Supplemental Questionnaires:

July 7, 2026

Civil Service Oral Examination:*

July 30, 2026

July 31, 2026

TENTATIVE SELECTION PLAN

August 2026

*The combined oral examination/hiring interview, in addition to establishing an eligibility list, may serve as the final selection interview for vacancies in this classification. Candidates selected to participate in the oral exam will receive an email notification at least 10 business days in advance of the exam date.

WE RESERVE THE RIGHT TO MAKE CHANGES TO THE ANNOUNCED RECRUITMENT & SELECTION PLAN.

BENEFITS

For your Health & Well-Being

Medical – HMO & PPO Plans
Dental – HMO & PPO Plans
Vision or Vision Reimbursement
Share the Savings
Basic Life Insurance
Supplemental Life Insurance (with optional dependent coverage for eligible employees)
Accidental Death and Dismemberment Insurance
County Allowance Credit
Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
Short-Term Disability Insurance
Long-Term Disability Insurance
Voluntary Benefits - Accident Insurance, Critical Illness, Long-Term Care, Hospital Indemnity and Legal Services
Employee Assistance Program

For your Financial Future

Retirement Plan - (Defined Benefit Pension Plan)
Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

12 paid holidays
Floating Holidays
Vacation and sick leave accrual
Vacation purchase program
Management Paid Leave**
Catastrophic Sick Leave
Pet Insurance
Commuter Benefits Program
Guaranteed Ride Home
Employee Wellness Programs
Employee Discount Programs
Child Care Resources
1st United Services Credit Union

Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement. This provides a summary of the benefits offered and can be subject to change.

**Employees in management-designated classifications may be entitled to management paid leave. Refer to the applicable MOU or Salary Ordinance for more information.

Conclusion

All notices related to County recruitments for which you have applied will be sent/delivered via email. Notices will be sent from [email protected]. Please add @jobaps.com and [email protected] as accepted addresses to any email blocking or spam filtering program you may use. If you do not do this, your email blocking or spam filtering program may block receipt of the notices regarding your application for recruitments. You are also strongly advised to regularly log into your County of Alameda online application account to check for notices that may have been sent to you. All email notices that will be sent to you will also be kept in your personal online application account. You will be able to view all of your notices in your online application account by clicking on the 'My applications' button on the Current Job Openings page and clicking on the link 'last notice sent' for the respective recruitment.

Please take the steps recommended above to ensure you do not miss any notices about a recruitment for which you have applied. The County of Alameda is not responsible for notices that are not read, received or accessed by any applicant for a County recruitment.

NOTE: All notices are generated through an automated email notification system. Replies to the email box [email protected] are routed to an unmonitored mailbox. If you have questions, please go to our website at Human Resource Services - Alameda County You may also contact the Human Resources Analyst listed on the job announcement for the recruitment for which you have applied.

Sam Gee, HRS Division Manager

Human Resource Services - County of Alameda

***email_hidden***

DISASTER SERVICE WORKER

All Alameda 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 report to work as ordered in the event of an emergency.

EQUAL EMPLOYMENT OPPORTUNITY

Alameda County has a diverse workforce, that is representative of the communities we serve, and is proud to be an equal opportunity employer. All aspects of employment are based on merit, competence, performance and business need. Alameda County does not discriminate in employment on the basis of, race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors protected under federal, state and local law. Alameda County celebrates diversity and is committed to creating an inclusive, and welcoming workplace environment.