Executive Assistant/Administrative Services Specialist

Job Description:

Executive Assistant/Administrative Services Specialist

Description

CAREER DESCRIPTION

Executive Assistant/Administrative Services Specialist

(Staff Specialist)

OPEN TO THE PUBLIC
This recruitment will establish an open eligible list. The eligible list established through this recruitment will be used to fill current/future vacancies in different agencies within the County of Orange. This recruitment may also be used to fill positions in similar and/or lower classifications throughout the County of Orange.

DEADLINE TO APPLY
This recruitment will be open for a minimum of five (5) business days and will remain open until Tuesday, February 3, 2026 at 11:59 PM (PST).

Qualified applicants are encouraged to apply immediately.

REGISTRAR OF VOTERS

The County of Orange, Registrar of Voters, a nationally recognized and award-winning agency, is responsible for conducting elections, verifying petitions, and maintaining voter records in the County of Orange, the fifth largest voting jurisdiction in the United States with 1.9 million active registered voters. The department receives funding from the County's General Fund and periodic reimbursement from the federal government, the State of California, and local jurisdictions. The Registrar of Voters' staff includes 54 full-time employees and numerous extra-help employees who support various election-related positions representing the broad spectrum of Orange County's population. The department is responsible for all components of election management.

The Orange County Registrar of Voters prides itself on being a leader in the international and national elections community, working to continually innovate and create new and better ways to serve the public. The department values creativity, originality, initiative, and a strong dedication to customer service.
Click here for more information about the County of Orange.

THE OPPORTUNITY

This key position is assigned to the Department Head for projects and assignments related to election planning and administration. In addition to a variety of executive assistant responsibilities including managing complex meeting schedules, organizing events and managing internal and external communications, this position assists in the recruitment and orientation of extra help employees, maintains required employment records utilizing the County's information systems and supports the Deputy Director of Administration in other HR tasks related to mandatory reporting requirements, personnel action updates and other general HR actions as needed.

This position will require to work overtime as needed during the election season, including weekends, weeknights, and/or holidays.

DESIRABLE QUALIFICATIONS & CORE COMPETENCIES

In addition to the duties listed in this bulletin, the ideal candidate will possess demonstrated experience in managing a wide array of tasks, be able to understand, interpret and apply policy, procedures, and regulations, be able to work well in a team environment and individually, work well in a fast-paced environment handling multiple tasks at the same time, and be willing to work overtime with little to no prior notice.

In addition, the ideal candidate will also demonstrate extensive knowledge, skill, and functional expertise in the following core competencies:

TECHNICAL KNOWLEDGE | EXPERIENCE

• Applying principles and practices of human resources (e.g., personnel transactions, recruitment/selection, etc.)
• Ability to interpret and understand federal, state, and local legislation, policies, regulations and issues that pertain to the technical and service aspects of the assignment
• Applying current employment laws and best practices of human resources, and proactively planning for and applying such to specific emerging issues in the department
• Interpret County and department policies and procedures to carry out directives
• Review and audit mathematical calculations
• Skilled at handling confidential and sensitive information
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Ability to compile and analyze data in Microsoft Excel
• Developing, establishing and implementing human resource projects.
• Maintaining and managing pertinent information by creating documents, spreadsheets, and other related documents
• Using a keyboard or data entry terminal to enter alpha and numerical data
• Proficiency in current computer systems and programs as well as modern office practices and procedures and the operation of equipment

PROJECT MANAGEMENT SKILLS

• Scheduling projects, organizing tasks in the right order, creating meeting plans, statements of work, estimates, timelines, etc.
• Researching, evaluating, estimating, and accurately interpreting and applying technical data and procedural information to solve problems and/or make recommendations to management

STRATEGIC THINKING & JUDGMENT | ANALYTICAL SKILLS

• Exercising good judgment, integrity and discretion as well as logically and analytically researching and evaluating information, propositions, and claims
• Collecting and analyzing complex and sensitive/confidential data and producing high-quality human resource reports

PROBLEM SOLVING | DECISION MAKING | PLANNING

• Knowledge of techniques for gathering, compiling, analyzing, and presenting information verbally and in writing
• Ability to identify specific issues/problems; analyze problems in the context of available information and program constraints
• Acting decisively and show good judgment within a professional ethical framework.
• Applying mathematical techniques and concepts involved in collecting, organizing, interpreting, summarizing, analyzing and graphically presenting numerical data including statistical sampling techniques and flow-charting methods.
• Working in a fast-paced environment, to multi-task, while handling and prioritizing multiple projects and to meet deadlines with accurate and complete work products.
• Paying strong attention to detail and demonstrating a high level of accuracy.

ORAL | WRITTEN COMMUNICATION SKILLS

• Written documents for a wide variety of audiences, such as composing formal letters, reports, and other official documents
• Exercising discretion and maintaining confidential and/or sensitive information as dictated by the assignment
• Working effectively with various levels of organization, including staff, supervisors, and upper-level management.
• Demonstrating strong verbal and written communications skills; writing with excellent grammar skills and articulating ideas in an organized and effective manner.
• Communicating technical and complex information in a clear and concise manner.
• Listening effectively to others and shares technical knowledge with others.

MINIMUM QUALIFICATIONS
Click here to view the minimum qualifications for the Staff Specialist classification.

NOTE: Foreign degrees require an evaluation of U.S. equivalency by an agency that is a member of the National Association of Credential Services (N.A.C.E.S.).

RECRUITMENT PROCESS
Human Resource Services (HRS) will screen all application materials to identify qualified applicants. After the screening, qualified applicants will be referred to the next step and notified of all further procedures applicable to their status in the recruitment.

Application Screening
Applications and supplemental responses will be screened for qualifications that are highly desirable and most needed to successfully perform the duties of this job. Only those applicants that meet the qualifications as listed in the job bulletin will be referred to the next step.

Online Assessment (Un-proctored) | (Weighted 100%)
Candidates who meet desirable qualifications will be invited to participate in one or more job-related assessments. Candidates will be notified of their test date and access code, if applicable.

Based on the Department's needs, the selection procedure listed above may be modified. All candidates will be notified of any changes in the selection procedure.

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

Veterans Employment Preference Policy (VEPP)
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 to review the policy.

ADDITIONAL INFORMATION

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:
Click here for additional Frequently Asked Questions.

For specific information pertaining to this recruitment, please contact Jenae Partida at 714-834-7017 or at jenae.partida@ceo.oc.gov

EEO INFORMATION

Orange County, as an equal employment opportunity employer, encourages applicants from diverse backgrounds to apply.

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.

Closing Date/Time: 2/3/2026 11:59 PM Pacific

Salary:

$66,227.20 - $88,566.40 Annually