Administrative Assistant - Health and Human Services Agency

County of Napa; Napa (CA); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Winter Time Off (WTO) 32 hours

Job summary

Napa County Health and Human Services Agency (HHSA) is seeking an Administrative Assistant to support the Employee Services and Organizational Development Unit (ESOD) in Operations. You will coordinate with County Human Resources and HHSA staff for training, contracts, and program support, and assist with timekeeping and policy processes.

The role requires strong organizational skills, precise communication, and discretion with confidential information.

Qualifications

• Two years of responsible clerical or administrative experience, including personnel administration.
• Two years of college with coursework in business/administration or related field; additional experience may substitute for education.

Responsibilities

• Schedule training and events, handle registrations, reminders, logistics, outreach and communication.
• Create and update materials for ESOD and related committees.
• Provide training systems support for employee access and LMS use.
• Give admin support to the ESOD Manager.
• Create/update desk and agency process manuals within scope of responsibility.
• Process performance appraisals and other employee actions in appropriate systems.
• Assist cross-functionally with timekeeping, personnel actions, leaves calculations and forms for COI and credentialing as needed.
• Monitor and triage ESOD inbox emails and tickets.
• Understand County personnel policies, FMLA and state leaves with/dw‑pay requirements.

Skills

Organizational skills

Time management

Verbal communication

Written communication

Attention to detail

Bilingual Spanish (preferred)

Education

Two years of college (business/public administration)

Two years of clerical experience

Tools

MS Office 365

SharePoint

Word

Excel

LMS / Learning Management System

Job description

Napa County is home to 140,000 residents who share a strong sense of community and a legacy of preserving and protecting our rich agricultural heritage.

Located in the heart of California's preeminent wine region, the Napa Valley is also part of the dynamic San Francisco Bay Metropolitan Area. With its sunny Mediterranean climate and proximity to the mountains and ocean, the Valley offers residents easy access to virtually unlimited shopping, dining, cultural and recreational opportunities.

The Napa Valley's strategic location, natural and cultural resources, history of responsible land use planning and attractive quality of life provide the ideal mix of small town living and big city amenities.

As an organization, the County is dedicated to improving the lives of our citizens and reflecting the best of the community's values: Respect, Accountability, Dedication, Integrity and Innovation. Learn more.

About Health and Human Services Agency (HHSA)

At Health and Human Services, in collaboration with our community partners, we offer programs and high-quality coordinated services that establish Napa County as a model, integrated agency in the State of California. We provide a broad range of services to individuals and families within our community in the areas of public health, child welfare, behavioral health, alcohol and drug, self-sufficiency and older and disabled adults. HHSA takes a broad-based integrated approach to serving the diverse communities that make up the County with the goal of building healthy and self-sufficient individuals and families. Our diverse, highly dedicated staff provide services through our programs with compassion to realize our vision of a community in which ALL people have the opportunity to experience fulfilling lives.

Equity Statement

Napa County Health and Human Services Agency acknowledges historical injustices and actively seeks to understand and eliminate barriers with the goal of improving the health of our residents. We do this by establishing accessible services, addressing factors that impact health, implementing practices and policies that reduce disparities, and creating welcoming spaces. We envision a community in which all people have the opportunity to thrive.

The Position

The Administrative Assistant in Health and Human Services performs a variety of responsible technical and administrative duties in support of the Employee Services and Organizational Development Unit (ESOD), in Operations.

This position liaises often with County Human Resources to coordinate departmental personnel functions, Health and Human Services staff for agency training and program support, and with external partners to coordinate contracts, events and training. Day-to-day activities will include:

• Training and event scheduling, registration support and reminders, logistics, marketing outreach, and communication.
• Create and update creative materials for ESOD and other committee related projects.
• Training systems support for employee access, questions, and training creation.
• Provide administrative support for the ESOD Manager.
• Create and update desk manuals and agency process manuals within the scope of responsibility.
• Process performance appraisals and other employee actions within the appropriate systems.
• May assist cross functionally to support the Employee Services Unit with timekeeping, personnel action processing, leaves calculation and tracking, and form administration for Conflict of Interest and Credentialing policies when needed.
• Monitor and triage incoming emails and tickets to the ESOD support inboxes.
• Because of the close interaction with ESU and HHSA employees, the incumbent of this position will be expected to understand and interpret, with direction, County personnel policies, FMLA, State disability and miscellaneous leaves with or without pay requirements.

The ideal candidate

• Strong organizational and time management skills
• Excellent verbal and written communication skills
• Detail-oriented with a commitment to accuracy
• Proficient in Microsoft Office 365 suite, specifically SharePoint, Word, and Excel
• Experience with a Learning Management System or e-Learning system
• Ability to research, collect and summarize information, and document standard operating procedures
• Ability to handle confidential information discreetly
• Self-started with the ability to juggle multiple projects
• Bilingual Spanish speaking and writing skills preferred

Memorandum of Understanding (MOU) - Winter Time Off (WTO)

• 32 hours of Winter Time Off

POSITION REQUIREMENTS

Experience and Education

Any combination of education and experience that would likely provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

Experience: Two years of responsible technical or administrative clerical experience, including experience working in personnel administration.

Education: Equivalent to completion of two years of college with course work in business administration, public administration, or related field. (Additional qualifying experience may be substituted for the required education on a year-for-year basis.)

License or Certificate: Possession of a valid California Driver's License.

*Any license, certification, or registration required for this position shall be maintained (i.e. active and in good standing) at all times during employment with Napa County. For continued employment with Napa County, you must maintain such license, certification, or registration to meet the minimum qualifications of this position.

The RECRUITMENT PROCESS

• Application Deadline: 5:00 pm (PST) on September 28, 2026
• Application Screening & Supplemental Questions Scoring: Tentatively the week September 28, 2026. Supplemental questions will be scored by the subject matter experts. Only the most qualified applicants from the scoring of the supplemental questions will be invited for an Oral Panel Interview.
• Oral Panel Exam: Tentatively the week October 12, 2026. Only the most qualified candidates from the oral panel exam will be placed on the eligibility list and may be considered to fill positions for up to one year.

Human Resources reserves the right to make changes, additions or deletions to the examination dates/processes.

Disaster Service Workers

Napa County employees automatically become Disaster Service Workers. This means that when Napa County experiences emergencies (earthquake, wildfire, power outage, flood, etc.) you may be asked to pivot from your regular duties to provide critical services to those affected by the emergency. (Cal. Gov. Code § 3101.)

ADA Accommodation

Applicants requiring accommodation during the application and/or selection process pursuant to the Americans with Disabilities (ADA) Act should contact County of Napa Human Resources at [phone].

Napa County is an Equal Opportunity Employer.

This recruitment is being conducted to fill one full-time position. The list established by this recruitment may be used to fill future full-time, part-time, limited term, and extra help vacancies up to one year.