Administrative Coordinator

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Administrative Coordinator

Salary

$59,274.21 - $72,047.38 Annually

Location

Santa Rosa, CA

Job Type

Full-Time

Job Number

23/01-0810-O

Department

Department of Health Services (DHS)

Opening Date

01/13/2023

Closing Date

2/7/2023 11:59 PM Pacific

Bargaining Unit

00

Position Information

Grow your career with the County of Sonoma. Multiple positions are available!

Starting salary up to $34.52/hour ($72,047/year), a cash allowance of $600/month, and a competitive total compensation package!*

What We Offer

Working at the County of Sonoma offers expansive opportunities for growth and development, the ability to be a part of a challenging and rewarding work environment, and the satisfaction of knowing you're working to better our communities. You can also look forward to flexible work arrangements and excellent benefits* including:

  • A hybrid telework schedule that meets the needs of our staff, department operations, and the communities we serve may be available depending on the assignment
  • Bilingual premium pay* is an additional $1.15/hour on top of the hourly pay rate for bilingual positions
  • Eligibility for a salary increase after 1,040 hours (6 months when working full-time) for good work performance; eligibility for a salary increase for good performance every year thereafter, until reaching the top of the salary range
  • Competitive vacation and sick leave accruals, 12 paid holidays, and an additional 8 floating holiday hours per year
  • County paid 100% premium contribution for the majority of employee-only and employee + family health plan options
  • An annual Staff Development/Wellness Benefit allowance of up to $1,000 and ongoing education/training opportunities
  • County contribution to a Health Reimbursement Arrangement to help fund post-retirement employee health insurance/benefits
  • Retirement fully integrated with Social Security
  • May be eligible for up to 8 weeks (320 hours) of Paid Parental Leave after 12 months of County employment
Bring Your Commitment to Public Service to the County of Sonoma

Administrative Coordinators provide technical administrative support to other management professionals in areas such as department operations, accounting, budget, and/or human resources administration. They conduct research for a variety of general and specialized programs and projects that require statistical, budget, legislative, and/or program analysis and other similar research, and report on their findings. Becoming an Administrative Coordinator can start you on a variety of career paths throughout the County of Sonoma.

Our ideal candidates will have excellent interpersonal skills and thrive in collaborative, fast-paced, customer service-focused environments. They will also possess:

  • Excellent research and analytical skills, and the ability to apply laws, policies, and procedures
  • Experience preparing, reviewing, and editing complex and detailed internal and public documents
  • Superb organizational and time management skills, with strong attention to detail
  • The aptitude for understanding organizational priorities and the ability to prioritize competing deadlines
  • Strong written and verbal communication skills, including the ability to engage and interact with audiences of all levels and work effectively with diverse populations
  • Strong ethical standards
  • A high level of experience using web-based collaboration platforms and databases, Word, Excel, Outlook, and PowerPoint. Experience remediating electronic materials for ADA compliance is desirable
Currently, the following positions are available, however, this recruitment will be used to fill future positions.

Department of Health Services (DHS) - Public Health Division - one full-time position 

The Public Health Environmental Health Section promotes health and quality of life by preventing or controlling those diseases or deaths that result from interactions between people and the places they live, work, and play. Their programs employ several strategies to prevent health hazards including education, surveillance, routine inspections, sampling, posting, and enforcement when necessary. This Administrative Coordinator position reports to a Department Analyst, supervises a team of four support staff, and leads projects as well as works as a team member on high-profile projects.

The position provides customer service support and serves as a liaison between assigned programs/functions and other County staff, the public, and outside agencies. Responsibilities include reporting on grants and program administration needs, making necessary program changes, and coordinating contracts, meetings, and other office management duties such as preparing reports.

The typical work week is Monday through Friday, 8 am to 5 pm, and work is performed in an indoor office environment. Experience working with public-facing programs and a business approach to problem-solving, research, and comparative analysis in best-practice business operations and workflow are desirable.

DHS - Behavioral Health Division - one full-time position

The Behavioral Health Operations & Program Support Section promotes recovery and wellness and fosters a collaborative approach by partnering with clients, family members, and the community to provide high-quality, culturally responsive services. This Administrative Coordinator position provides customer service support and serves as a liaison between assigned programs, functions, other County Staff, and community partners. This position also assists with Requests for Proposal (RFP) development and Pre-Award Risk Assessment collection, assembling contracts and grants, contract and grant monitoring, invoice monitoring, and data collection and analysis for state and county audits and reporting. Responsibilities also include providing and recommending solutions to complex problems and preparing reports and documentation necessary to administer services.

The typical work week is Monday through Friday, 8 am to 5 pm, and work is performed in an indoor office environment. Telework is optional. Enthusiasm for creating a strong organizational infrastructure is desirable.
 
Join the County

The County of Sonoma is the place to live, grow, and build your career legacy. When you join the County of Sonoma, you'll have the freedom to explore the beauty of our county - its picturesque coastline, majestic redwoods, historic towns, fine dining, award-winning wineries, and a wide variety of entertainment and cultural activities. For additional information about the beauty of our community and the valuable services and support that the County provides our communities, please visit sonomacounty.ca.gov and sonomacountyconnections.org.

This employment list may also be used to fill future full-time, part-time, or extra-help (temporary) positions as they occur during the active status of the list. The Civil Service title of this position is Administrative Aide. Qualified County employees who wish to be considered for future positions should consider applying to this recruitment.

*Salary is negotiable within the established range. Benefits described herein do not represent a contract and may be changed without notice. Additional information can be found in the Salary Resolution (SalRes) and our Employee Benefits Directory. Bilingual positions require English and Spanish skills at either the basic (conversational) or fluent (reading, writing, and conversational) level. Applicants who wish to be considered for bilingual positions must indicate their proficiency level in the required supplemental questionnaire. An examination will be conducted prior to appointment to a bilingual designated position to confirm the level of skill in this area.

APPLICATION SUBMISSIONS REQUIRE THE SUPPLEMENTAL QUESTIONNAIRE BE COMPLETED.

Minimum Qualifications

Education: Any combination of course work and training that would provide an opportunity to acquire the knowledge and abilities listed. Normally, academic course work in public administration, business administration, management, accounting, political science, economics, statistics, English composition, psychology or closely related courses would provide such opportunity. 
 
Experience: Work experience that would provide an opportunity to acquire the knowledge and abilities listed. Normally, some experience related to general administration, accounting, budgetary analysis, or human resources work including the compilation, tabulation, analysis, and presentation of statistical and narrative written reports would provide such opportunity. 
 
License: Possession of a valid driver's license at the appropriate level including special endorsements, as required by the State of California, may be required depending upon assignment to perform the essential job functions of the position.

Knowledge, Skills, and Abilities

Knowledge of: administrative techniques and principles of organization, accounting, budget and human resources administration; techniques and practices of research methodology, data collection, and preliminary analysis; report writing; application and use of basic statistics; interview techniques sufficient to obtain information related to employment and administrative matters; written and oral communications, including language mechanics, syntax and English composition; modern office methods and procedures; database, spreadsheet and word processing applications including basic methods of graphic presentations. 
 
Ability to: collect, compile and analyze qualitative and quantitative data; understand and explain laws, regulations and policies governing program operations; communicate effectively orally and in writing; establish and maintain effective working relationships with management, employees, clients, and the public; understand program objectives in relation to departmental goals and procedures; organize and prioritize work assignments; use and understand common database, spreadsheet and word processing applications; learn specialized computer applications. 

Certain positions may require the ability to speak, read and write fluent Spanish.
 
Positions allocated to this class may require specific knowledge and abilities.

Selection Procedure & Some Helpful Tips When Applying

  • Your application information and your responses to the supplemental questions are evaluated and taken into consideration throughout the entire selection process.
  • You should list all employers and positions held within the last ten years in the work history section of your application. Be as thorough as possible when responding to the supplemental questions.
  • You may include history beyond ten years if related to the position for which you are applying. If you held multiple positions with one employer, list out each position separately.
  • Failure to follow these instructions may impact your competitiveness in this process or may result in disqualification.
Please visit Getting a Job with the County of Sonoma to review more detailed information about the hiring process, including the application process, examination steps, and department selection process.

APPLICATION SUBMISSIONS REQUIRE THE SUPPLEMENTAL QUESTIONNAIRE BE COMPLETED.

Responses to supplemental questions will be scored using position-specific criteria. Please provide specific and detailed responses of a reasonable length to allow for a thorough assessment of your qualifications. Responses that state "See Resume" or "See Application" may be considered insufficient and therefore may not be scored.

The selection procedure will consist of the following examination:

An Application & Supplemental Questionnaire Appraisal Examination (weight 100%) will be conducted to evaluate each applicant's application and supplemental questionnaire for satisfaction of minimum qualifications (pass/not pass); and for educational coursework, training, experience, knowledge, and abilities which relate to this position. Each applicant will be evaluated based on the following criteria:

  • Relevance of work history, related experience, and achieved level of education and/or training as described in the application and responses to the supplemental questions.
Candidates demonstrating possession of the minimum qualifications will be placed on an employment list in order of most qualified to least qualified based on the achieved score received in the Application & Supplemental Questionnaire Appraisal Examination. Scores may be adjusted based on such factors as the number of candidates, anticipated vacancies, past practice, and natural breaks in the scores achieved by this group of candidates.

ADDITIONAL INFORMATION

A background investigation is required prior to employment. Candidates referred to departments for a selection interview are typically required to sign authorization and release forms enabling such an investigation. Failure to sign prescribed forms will result in the candidate not being considered further for that vacancy. Reference information will not be made available to applicants.

Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter. You may also review the Job Classification Screening Schedule to determine the requirements for this position.

HOW TO APPLY

Applications are accepted online at www.yourpath2sonomacounty.org. Paper applications may be submitted by person, fax (707-565-3770), email, or through the mail. All applications and appropriate supplemental information as outlined in the job bulletin must be RECEIVED by the time and date specified on the first page of this job announcement. Applications received after the recruitment closes will not be accepted.

The County of Sonoma values diversity and is dedicated to creating a workplace environment that provides individuals with a sense of belonging. We are committed to having a diverse workforce that is representative of the communities we serve. The County is proud to be an Equal Opportunity Employer where all aspects of employment are based on merit, competence, performance, and business need.

HR Analyst: DP
HR Technician: RR

IMPORTANT NOTE: Benefits described herein do not apply to Extra Help positions.

COUNTY OF SONOMA BENEFITS: UNREPRESENTED*
 
These are some of the excellent benefits the County offers:
 
Paid Time Off: Competitive vacation accrual and sick leave accruals; additional management leave annually; 12 paid holidays, and an additional 8 floating holiday hours per year; and may be eligible for up to 8 weeks (320 hours) of Paid Parental Leave after 12 months of County employment.
 
Health Plan: Choice of five health plans (a PPO, EPO, HMO, and two deductible HMOs) with a County paid premium contribution.
 
Cash Allowance: In addition to monthly salary, a cash allowance of approximately $600 per month.
 
Retirement: Fully integrated with Social Security. For more information regarding eligibility, retirement contributions, and reciprocity with prior public service, please visit https://scretire.org/active-/-deferred/when-you-are-hired.
 
IRS 457 Plan: Pre-tax employee contribution up to the IRS annual maximum.
 
Retiree Medical: County contribution to a Health Reimbursement Arrangement to help fund post-retirement employee health insurance/benefits.
 
Plus excellent dental, vision, disability, life insurance, professional development, and more.

For answers to specific questions regarding the employment process and more details about benefits or retirement, please contact Human Resources at (707) 565-2331. Additional details about benefit and compensation packages can be found in the MOUs located at https://sonomacounty.ca.gov/administrative-support-and-fiscal-services/human-resources/divisions-and-units/employee-relations/labor-agreements-and-salary-resolution. For specific information about health and welfare benefits including plan options, coverage, and premium amounts go to https://sonomacounty.ca.gov/administrative-support-and-fiscal-services/human-resources or, contact the Human Resources' Risk Management-Benefits Office at benefits@sonoma-county.org or (707) 565-2900.

*IMPORTANT NOTES: Benefits described herein do not represent a contract and may be changed without notice.

01
Please indicate if you are interested in bilingual positions, and your level of proficiency.
  • Yes, I have basic (conversational) English/Spanish bilingual skills
  • Yes, I have fluent (reading, writing, and conversational) English/Spanish bilingual skills
  • No, I do not have English/Spanish bilingual skills, and/or I do not wish to be considered for a bilingual position
02
Please indicate if you would also be interested in future part-time or extra-help (temporary, intermittent, or seasonal employment) positions should they become available. Check all that apply.
  • I would also like to be considered for future part-time positions
  • I would also like to be considered for future extra-help positions
  • I am only interested in full-time positions
03
How did you first learn about this opportunity?
  • Association of Bay Area Governments (ABAG)
  • California State Association of Counties (CSAC)
  • CalJobs
  • Careers in Government
  • College or University
  • Craigslist
  • DiversityJobs
  • Employee of Sonoma County
  • Facebook
  • Glassdoor
  • Google Jobs
  • GovernmentJobs.com
  • Hispanic Chamber of Commerce of Sonoma County
  • Indeed
  • Instagram
  • Job Fair
  • La Voz
  • Latino Service Providers
  • LinkedIn
  • Los Cien
  • Minority Organization or Group
  • Municipal Management Association of Northern California
  • Press Democrat
  • sonoma-county.org/www.yourpath2sonomacounty.org
  • Sonoma County Human Resources Office
  • Sonoma County Job Line
  • Start Here!
  • Twitter
  • Veterans Services Office
  • Women's Organization or Group
  • Workplace Diversity
  • ZipRecruiter
  • Other Internet Site
  • Other Publication
04
For this question and all subsequent questions provide sufficient information to allow for a thorough evaluation of your qualifications. Responses to supplemental questions will be scored using position-specific criteria and may be reviewed by hiring managers.

Please describe your qualifying education, training, and work experience in business administration, public administration, general management, human resources, accounting, budgetary analysis, economics, statistics, English composition, psychology, political science, or a related field that included the compilation, tabulation, analysis, and presentation of statistical and narrative written reports.
  • List your relevant certifications, coursework, and/or degree(s)
  • For each relevant position you list include job title(s), employer's name, dates of employment (mm/yy - mm/yy), and a description of your primary responsibilities
05
Please provide an example of a time when you had to conduct research and analysis before forming a recommendation and advising/reporting your findings. Describe:
  • The purpose of your analysis
  • Your approach to becoming informed and any laws, rules, regulations, policies, processes, etc. that you reviewed
  • The recommendation(s) you developed and how you presented them
  • Your intended audience and the outcome
06
Please describe your experience establishing and maintaining effective working relationships with management, staff, clients, and/or the general public. Highlight and describe a specific situation that best demonstrates your experience.

Required Question

Agency
County of Sonoma (CA)
Address
575 Administration Drive, Suite 116B

Santa Rosa, California, 95403
Phone
(707) 565-2331
Website
http://www.yourpath2sonomacounty.org
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