Date Posted: May 28, 2020
Classification: EXECUTIVE ASSISTANT I - CONFIDENTIAL
(Pending Personnel Commission Approval)
*PROMOTIONAL ONLY - Only current San Mateo County Office of Education employees are qualified to apply for this recruitment.
Work Schedule: 8 hours per day, 8:00AM – 5:00PM;
5 days per week, Monday – Friday;
12 months per year
Salary Range Step A Step B Step C Step D Step E
(Monthly) Starting 6 Months 18 Months 30 Months 42 Months
225 $5,824 $6,115 $6,422 $6,742 $7,080
Current Vacancy:
Division: Office of the Superintendent
Department: Human Resources
Location: San Mateo County Office of Education, 101 Twin Dolphin Drive, Redwood City, CA 94065
NOTE: The eligibility list will be utilized to fill the current vacancy as well as any future full-time positions in the next 12 months.
Application Deadline:
Wednesday, June 12, 2020 (Application, cover letter, answers to supplemental questions, resumè and references must be submitted by 5:00PM online.)
Job Summary:
Under the direction of the Associate Superintendent, Human Resources/Teacher and Administrator Development, perform highly responsible secretarial and administrative support duties to relieve the Associate Superintendent of a variety of administrative details; interpret policies and regulations to officials, staff and the public; plan, coordinate and organize office activities and flow of communications and information for the assigned administrator.
Essential Job Functions:
- Perform highly responsible duties as the primary secretary to the Associate Superintendent, relieving the administrator of a variety of secretarial and administrative details; plan, coordinate and organize office and department activities and flow of communications for the administrator;
- Serve as liaison between the Associate Superintendent and staff members, school districts, public agencies and the general public; receive, screen and route telephone calls; greet and assist visitors; refer callers or visitors to appropriate staff members; take and relay messages; respond to requests, complaints and questions from officials, staff and the public, representing the Associate Superintendent by phone and written communication; interpret policies and regulations to officials, staff and the public;
- Compose correspondence independently on a variety of matters including those of a confidential nature; compile and type various letters, forms, reports, contracts, packets, statistical data, memoranda, bulletins, newsletters, notices, vouchers, lists and other materials as directed; prepare, format, edit, proofread and revise written materials;
- Coordinate and schedule various appointments and meetings; make travel arrangements; reserve facilities; prepare and assure proper completion of travel requests and related reimbursement forms; maintain and coordinate the administrator’s calendar; prepare and disseminate calendar of events; coordinate and arrange special events and activities for the Associate Superintendent;
- Receive, sort and route incoming correspondence; review and determine priority of incoming mail; compose replies independently or from oral direction; prepare notices, packets and informational materials for mailing;
- Attend a variety of meetings; prepare related notices, reports, presentations and agendas; record and transcribe minutes as assigned by the position; prepare and distribute minutes, updated records, statements, documents and reports to appropriate personnel;
- Research and compile a variety of information; compute statistical information for various federal, State and local reports; process and evaluate a variety of forms and applications related to assigned functions; duplicate materials as necessary;
- Input a wide variety of data into an assigned computer system; maintain automated files and records; create queries and generate a variety of computerized lists and reports; assure timely distribution and receipt of a variety of records and reports; assure accuracy of input and output data;
- Maintain designated budgets and assure assigned accounts are accurate and expenditures are within federal or State requirements; compile data for budget preparation and assist in the planning and development of program budgets; monitor accounts and reconcile expenses; research, track and resolve discrepancies;
- Prepare and maintain a variety of complex lists and records related to assigned duties; establish and maintain filing systems;
- Perform special projects and prepare various forms and reports on behalf of the Associate Superintendent; attend to administrative details on special matters as assigned; perform varied duties related to the Associate Superintendent’s area of responsibility and assigned programs;
- Operate and maintain a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software; arrange for equipment repairs as needed;
- Communicate with other departments, administrators and outside agencies to coordinate activities, exchange information and resolve issues or concerns; obtain and provide information, records and materials to staff and the public where judgment, knowledge and interpretation of policies and regulations and organizational functions and programs are required; verify information for staff and outside agencies as requested;
- Prepare, type and process requisitions according to established guidelines; order, receive and maintain inventory of supplies and equipment in accordance with established guidelines;
- Develop and implement office procedures to assure complete and timely operations; create office forms to facilitate work flow.
Qualifications:
Any combination of education and experience providing the job knowledge, skills, and ability for successful job performance will be considered for positions in this classification. Typical qualifications would be any combination equivalent to:
EDUCATION: Associate's Degree in Office Computer Applications or related field;
EXPERIENCE: Four years of increasingly responsible secretarial or Administrative Assistant experience.
Specialized Skills and Knowledge:
KNOWLEDGE OF:
- Functions and administrative support operations of a department office;
- Organizational operations, policies and objectives;
- Applicable laws, codes, regulations, policies and procedures;
- Modern office practices, procedures and equipment;
- Record-keeping techniques;
- Correct English usage, grammar, spelling, punctuation and vocabulary;
- Oral and written communication skills;
- Interpersonal skills using tact, patience and courtesy;
- Budgeting practices regarding monitoring and control;
- Methods of collecting and organizing data and information;
- Business letter and report writing, editing and proofreading;
- Public relations techniques.
ABILITY TO:
- Perform highly responsible and confidential secretarial and administrative assistant duties to relieve the Associate Superintendent of a variety of administrative details;
- Interpret, apply and explain laws, codes, rules, regulations, policies and procedures;
- Plan, coordinate and organize office activities and flow of communications and information for the assigned administrator;
- Organize complex material and summarize discussions and actions taken in report form;
- Compile and prepare comprehensive reports concerning a broad spectrum of subject matter;
- Compose effective correspondence independently;
- Maintain a variety of complex files and records;
- Assure efficient and timely completion of office and program projects and activities;
- Understand and resolve issues, complaints or problems;
- Operate a variety of office equipment including a computer and assigned software;
- Establish and maintain cooperative and effective working relationships with others;
- Analyze situations accurately and adopt an effective course of action;
- Plan and organize work;
- Meet schedules and time lines;
- Prioritize and schedule work;
- Work independently with little direction;
- Communicate effectively both orally and in writing.
Physical Requirements:
Applicants must possess the physical abilities outlined below with or without accommodation. San Mateo County Office of Education will consider reasonable accommodation requests.
- Hearing and speaking to exchange information in person or on the telephone;
- Dexterity of hands and fingers to operate a computer keyboard;
- Seeing to read a variety of materials;
- Sitting or standing for extended periods of time;
- Bending the waist, kneeling or crouching to file materials;
Examination Process:
The examination process for this classification will consist of:
- A review of application materials for completeness and accuracy including answers to supplemental questionnaire, educational background, training, and experience;
- A written examination (anticipated date – June 17, 2020);
- An oral board examination (anticipated date – June 25, 2020).
Only the highest qualified candidates will be invited to attend the examinations. Applicants will be notified of screening and examination results by e-mail. Candidates who pass both test parts are ranked on an eligibility list according to their exam score(s). Selection for positions will be made from among the top three ranks of certified candidates. The job eligibility list will be active for one (1) year unless abolished due to insufficient number of available candidates.
NOTE: Internal (Promotional) candidates must score 80% or higher on each examination in order to be placed on the Promotional List. Examination procedures subject to change as deemed necessary by the Executive Director, Personnel Commission Services.
San Mateo County Office of Education provides equal employment opportunity to all qualified persons. The recruitment, testing, and hiring of all personnel will be without regard to race, ancestry, national origin, age, color, creed, religion, sex, gender identity or expression, sexual orientation, marriage status, medical condition, physical or mental disability, genetic characteristics, or veteran status
* Proof of citizenship or legal status will be required upon offer of employment.
