Executive Assistant​/Administrative Services Specialist

Overview

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.

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.

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.

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:

• 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

• 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

• 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

• 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

• 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…