Administrative Aide

County of Contra Costa; California (MO); Hybrid; USD 42,000 - 60,000; Full time

Benefits offered by this job

Hybrid work schedule

Generous benefits package

Job summary

County of Contra Costa is seeking an Administrative Aide to support the Risk Management Department’s General Services Program. You will review Certificates of Insurance, coordinate data for self-insured renewals, and prepare compliance documentation for landlords and grantors.

The role requires strong organization, attention to detail, and effective communication within a collaborative county team. The position offers a hybrid work arrangement and a comprehensive benefits package.

Qualifications

• Successful completion of at least 60 semester or 90 quarter units from an accredited college or university, including courses in English, Business/Public Administration, Mathematics/Statistics, and Psychology/Behavioral Sciences.
• Substitution: relevant full-time administrative experience can substitute for education on a year-for-year basis up to two years.

Responsibilities

• Review Certificates of Insurance for compliance prior to contract execution.
• Track and coordinate data for annual renewal of the Self-Insured Program.
• Provide required insurance proofs to landlords, grantors, or partners.
• Collaborate with County departments on leases, agreements, and liability requirements.
• Update and maintain compliance tracking data and contract attachments.
• Aggregate and audit datasets for renewal exposure schedules.
• Assist in arranging excess insurance coverage and placements.
• Maintain secure filing systems and correspondence with brokers, underwriters, and carriers.

Skills

Communication

Organization

Attention to Detail

Teamwork

Adaptability

Education

60 semester units / 90 quarter units

Job description

Why join Contra Costa County Risk Management?

Contra Costa Risk Management Department is seeking one (1) Administrative Aide to join our General Services Program Division. Under general supervision, the Administrative Aide provides specialized technical, clerical, and administrative support to the County’s Risk Management Department, working in close coordination with County departments, external insurance brokers, and carriers. The position assists with contractual insurance compliance and self-insurance program renewals. The Administrative Aide reports directly to the Risk Manager – General Services.

The County believes staff is its greatest asset. We strive to provide a workplace that is inclusive of all people, cultures, and backgrounds. At Contra Costa County, we see every day as a chance to create a positive impact on the individuals we serve. We lead through our values, integrity, community, and our employees are dedicated and provide excellent service.

The General Services program is a dedicated division within the Risk Management team where each team member has a unique opportunity to support each other, make an immediate impact on the program, and to share their experience and knowledge with the rest of the team.

We are looking for someone who is:

• An effective communicator - You will need to possess strong verbal, written, and listening skills
• Organized - You will need to prioritize workload in a fast-paced environment and keep track of assignments and deadlines
• Detail oriented - You will be responsible for accurate and effective tracking of compliance data and logistics coordination
• Team oriented - You will need to maintain working relationships with multiple parties including other County departments and stakeholders
• Adaptable. You will need to effectively adjust easily to varied and changing priorities in a fast-paced environment

What you will typically be responsible for:

• Reviewing, tracking, and approving Certificates of Insurance from third-party contractors, vendors, and consultants to verify compliance with established County risk specifications prior to contract execution, and working with departments, external vendors, and insurance agents to resolve documentation discrepancies or minor clearance bottlenecks
• Monitoring and coordinating data logistics for the annual renewal cycle of the County’s Self-Insured Program, ensuring complex timelines are met to protect County assets
• Assisting County departments by providing formal proof of insurance or self-insurance documentation required by external landlords, grantors, or partner agencies
• Collaborating with staff across various County departments to evaluate agreements, real estate leases, and grant requirements, ensuring required liability limits, workers' compensation coverage, and additional insured endorsements are fully met
• Inputting and updating compliance tracking data, expiration dates, and critical contract attachments in the department’s centralized risk management database
• Aggregating, organizing, and auditing large datasets from County departments for annual renewal exposure schedules
• Assisting in preparing, organizing, and tracking applications for excess insurance coverage and insurance placements
• Maintaining meticulous correspondence files with external brokers, underwriters, and carriers; coordinating logistics and scheduling for annual underwriting reviews, program evaluations, and audits
• Maintaining secure, confidential electronic and physical filing systems in strict compliance with state records retention laws, public disclosure requirements, and data integrity guidelines

A few reasons you might love this job:

• You will be part of a dynamic team
• You will have the opportunity to have a hybrid remote work schedule
• You will have access to a generous benefits package including retirement, health plan options and other benefits listed here: Employee Benefits | Contra Costa County, CA Official Website

A few challenges you might face in this job:

• You will work in a fast-paced environment
• You will be expected to manage multiple assignments with competing deadlines
• You may interact with clients that are upset and/or confused

Competencies Required:

• Analyzing & Interpreting Data: Drawing meaning and conclusions from quantitative or qualitative data
• Fact Finding: Obtaining facts and data pertaining to an issue or question
• Reading Comprehension: Understanding and using written information
• Using Technology: Working with electronic hardware and software applications
• Adaptability: Responding positively to change and modifying behavior as the situation requires
• Attention to Detail: Focusing on the details of work content, work steps, and final work products
• Professional Integrity & Ethics: Displaying honesty, adherence to principles, and personal accountability
• Listening: Fully comprehending spoken communication
• Oral Communication: Engaging effectively in dialogue
• Writing: Communicating effectively in writing
• Professional Impact: Presenting self as a positive representative of the organization
• Teamwork: Collaborating with others to achieve shared goals

Education:

Successful completion of at least 60 semester or 90 quarter units from an accredited college or university which included one (1) class in each of the following areas: English Composition; Business or Public Administration, Political Science or Government; Mathematics or Statistics; and Psychology or Behavioral Sciences.

Substitution:

Full-time (or the equivalent of full-time) experience in an administrative or staff capacity performing administrative, personnel or budgetary analysis which included the research, analysis and preparation of written reports and recommendations may be substituted for the required education on a year-for-year basis to a maximum of two (2) years.

1. Application Filing and Evaluation: Applicants will be required to complete a supplemental questionnaire at the time of application, applications will be evaluated to determine which candidates will move forward in the next phase of the recruitment process.
2. Administrative Analyst Core Multiple Choice Assessment: Candidates who possess the minimum qualifications will be invited to participate in the Administrative Analyst Core Multiple Choice Assessment. The multiple-choice assessment will be administered via a web-based platform. The multiple-choice assessment will measure candidates' competencies as they relate to Administrative Aide. These may include but are not limited to: analyzing & interpreting data, critical thinking, fact-finding, mathematical facility, reading comprehension, attention to detail, and writing. (Weight 100%)
3. Final Selection Interviews: Will be scheduled by the department once the eligible list is established.

TENTATIVE DATES:

The Administrative Analyst Core Multiple Choice Assessment is tentatively scheduled to take place via computer (remotely) September 30 - October 5, 2026.

The Human Resources Department may change the examination steps noted above in accordance with the Personnel Management Regulations and accepted selection practices.

The eligible list established from this recruitment process will be valid for 6 months and may be used to fill other vacancies countywide.

CONVICTION HISTORY

After you receive a conditional job offer, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction conflicts with the specific duties and responsibilities of the job for which you have received a conditional job offer. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances. Having a conviction history does not automatically preclude you from a job with Contra Costa County. If you accept a conditional job offer, the Human Resources Department will contact you to schedule a fingerprinting appointment.

DISASTER SERVICE WORKER

All Contra Costa 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 complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

EQUAL EMPLOYMENT OPPORTUNITY

It is the policy of Contra Costa County to consider all applicants for employment without regard to race, color, religion, sex, national origin, ethnicity, age, disability, sexual orientation, gender, gender identity, gender expression, marital status, ancestry, medical condition, genetic information, military or veteran status, or other protected category under the law.

Contra Costa County is committed to providing equal access and opportunity to qualified individuals with disabilities in its employment practices. If you believe you may anticipate needing reasonable accommodation, please visit our job seeker resources page at: Special Testing Accommodations | Contra Costa County, CA Official Website.