CAREER DESCRIPTION

TREASURER-TAX COLLECTOR
The mission of the Treasurer-Tax Collector (TTC) is to ensure safe and timely receipt, deposit, collection, investment and paying out of public funds of over $12 billion. Our vision is to implement best business practices which maximize value, minimize costs and provide timely, accurate and courteous service to our internal and external customers. To accomplish our mission and vision, we will invest public funds in a manner that provides maximum security of principal and maintains the public trust; maintain sufficient liquidity to enable participants to meet their operating cash requirements; obtain a stable market rate of return throughout budgetary and economic cycles; provide timely, cost-effective, accurate and courteous customer service; invest resources to develop and maintain knowledgeable and competent staff; act in an ethical and professional manner while maintaining honest, respectful and open communications; and, streamline cashiering and collection processes to increase timely collection of public revenues for the benefit of Orange County citizens. The Treasurer-Tax Collector has an annual operating budget of $145 million with approximately 78 employees. The Treasurer also is an ex-officio trustee on the Orange County Employees Retirement System managing over $20 billion and the banker for the community and school districts in Orange County.

For more information on the Treasurer-Tax Collector click here.
For more information on the County of Orange click here

THE OPPORTUNITY
Responsibilities of the Executive Secretary II position include but are not limited to:

• Coordinating activities for the Treasurer-Tax Collector including scheduling meetings, managing calendars and ensuring that the TTC gets to meetings timely.
• Receiving and screening incoming calls to determine matters of top priority and referring accordingly.
• Responsible for distribution of incoming mail and copy, scan and distribute other documents.
• Reading and screening incoming correspondence including making a preliminary assessment and forwarding to the appropriate recipient.
• Drafting, proofing, and processing correspondence, memos, report, charts, policies and procedures and other materials for TTC.
• Researching, compiling, and preparing confidential and sensitive documents.
• Composing and editing documents to adhere with TTC policies and procedures.
• Correctly interpreting and applying administrative and departmental policies.
• Preparing requisitions for supplies, services and travel and other contract documents.
• Preparing agendas and taking minutes in addition to coordinating communications between the TTC and the Treasury Oversight Committee.
• May assist with workflow submittal of agenda items for TTC to the Board and preparing timelines for Division Heads of agenda deadlines.
• Responsible for final draft and distribution of various reports issued by the TTC including the monthly investment report, statements of activity and various required certifications.
• Taking initiative to learn new tasks or work processes or special projects, to improve and streamline processes and maintain various filing and record management systems.
• Handling confidential matters with discretion and working independently of daily direction.
• Coordinating coverage with other executive positions in TTC.
• Organizing and maintaining electronic and hard copy files for the TTC.
• Back up Executive Assistant responsible for facilities/admin and employee onboarding.
• May supervise, assign work, and train other secretarial positions at TTC.
• Maintaining and improving Executive Secretary desk procedures.
• Maintaining composure and sensitivity.
• Maintaining confidentiality and diplomacy when interacting with the public, Board of Supervisor, and government officials.
• Planning, organizing, and completing work rapidly and efficiently despite frequent interruptions and/or distractions.
• Learning, interpreting, and applying administrative and departmental policies, laws, and rules with reference to the activities of the office, department, or agency where position is assigned.
• Taking notes for long periods of time or when numerous people are speaking, such as at meetings or conferences.
• Schedule meetings and conferences coordinating with all parties, and make travel arrangements
• Other duties as assigned.

DESIRABLE QUALIFICATIONS
The ideal candidate will possess five (5) or more years of progressively responsible secretarial and/or administrative experience in a fast-paced organization as an Executive Secretary or Executive Assistant, specifically supporting executive level management, elected official and/or public officials.

In addition, the ideal candidate will possess extensive experience and/or knowledge in the following:

• Anticipate the needs of the TTC and/or Executive Management.
• Strong adaptability to a fast-paced environment with a demanding and time-sensitive workload.
• Strong finance related skills as most work is related to financial information.
• Experience with correspondence and reports in a finance related organization.
• Ability to coordinate meetings across different County departments and external organizations.
• Organized, detail oriented, flexible, and dependable.
• Ability to communicate properly and efficiently with others, and interact confidently with high-level executives, Board of Supervisors, public officials, and stakeholders.
• Ability to multi-task and demonstrate initiative.
• Strong problem-solving skills.
• Strong ethics and high integrity.
• Strong grammatical proficiency skills – reading comprehension, and writing, punctuation.
• Interpret and apply administrative, departmental policies, and Board policies.
• Proficient in MS Office Suite applications (Advanced Outlook, Word, Excel, and PowerPoint) and Adobe Professional.
• Ability to deal with individuals in situations requiring tact, diplomacy, and poise.

SPECIAL REQUIREMENTS
This is an "at-will" position. A newly hired candidate appointed to this position will serve at the discretion of the Treasurer Tax Collector (Department Head) and can be terminated at any time. In such an event, the candidate has no right to any appeal or grievance procedure under any rule or regulation of the County or State.

A current County employee appointed to this position may be removed from the position at any time and shall have no right of appeal or grievance procedure under any rules or regulations of the County or the State. However, the employee shall have the right to return to a position in a former class in which they held status. This is in accordance with the Office Services MOU Article III, Section 10, D.

RECRUITMENT PROCESS
Human Resource Services (HRS) will screen all application materials for desirable qualifications. After screening, applicants who meet the minimum and/or desirable qualifications will be referred to the next step in the recruitment process. All applicants will be notified via email of their status in the process.

Online Exam | Multiple Choice (Weighted 100%)
An online exam consisting of job-related questions will be administered. Candidates who pass this test will be referred to the next step. This is a standardized test and there are no study guides available.

Based on the Department's needs, the selection procedures above may be modified. Candidates will be notified of any changes in the selection procedures.

Eligible List
Once the assessment has been completed, HRS will establish an eligible list of candidates. Candidates placed on the eligible list may be referred to selection interview to be considered for present and future vacancies.

Veterans Employment Preference
The County is committed to providing a mechanism to give preferential consideration in the employment process to veterans and their eligible spouses and will provide eligible participants the opportunity to receive interviews in the selection process for employment and paid internship openings. Please click here (Download PDF reader) to review the policy.

ADDITIONAL INFORMATION

Please see below for important information regarding COVID-19 related recommendations.

Effective April 3, 2023, it is strongly recommended that County employees working in health care settings and correctional facilities follow vaccination and booster guidelines provided by the California Department of Public Health (CDPH) and the Centers for Disease Control and Prevention (CDC). Please click here to see the latest guidance for more details.

EMAIL NOTIFICATION
Email is the primary form of notification during the recruitment process. Please ensure your correct email address is included in our application and use only one email account.

NOTE: User accounts are established for one person only and should not be shared with another person. Multiple applications with multiple users may jeopardize your status in the recruitment process for any positions for which you apply.

Candidates will be notified regarding their status as the recruitment proceeds via email through the GovernmentJobs.com site. Please check your email folders, including spam/junk folders, and/or accept emails ending with "governmentjobs.com" and "ocgov.com." If your email address should change, please update your profile at www.governmentjobs.com.

FREQUENTLY ASKED QUESTIONS

Questions? For specific information pertaining to this recruitment, contact Aries Hensley Franco at 714-834-3918 or by email at aries.hensleyfranco@ocgov.com .

EEO INFORMATION

Non-Management Benefits
In addition to the County's standard suite of benefits, such as a variety of health plan options, annual leave and paid holidays-we also offer an excellent array of benefits such as a Health Care Reimbursement Account, 457 Defined Contribution Plan and Annual Education and Professional Reimbursement. Employees are provided a Retirement Plan through the Orange County Employees Retirement System (OCERS).

Please go to the following link to find out more about Defined Benefit Pensions and OCERS Plan Types/Benefits.
http://www.ocers.org/active-member-information

Click here for information about benefits offered to County of Orange employees.