The County of San Mateo Sheriff's Office is seeking a highly motivated individual with strong administrative and interpersonal skills for the position of Administrative Secretary-Confidential.
This position will perform varied, complex and often confidential secretarial and office administrative work in support of up to three Assistant Sheriffs, and as assigned for other associated management, professional and supervisory staff. Strong customer service, excellent oral and written communication and proofreading skills, as well as knowledge of public government and public meeting requirements are additional characteristics critical for success.
The ideal candidate will have experience in:
- Providing high-level administrative and secretarial support to executive level management.
- Handling and maintaining extremely confidential materials and information.
- Communicating with elected officials, management, community leaders and members of the public.
- Managing multiple assignments while maintaining attention to detail.
- Utilizing excellent oral and written communication skills.
- Utilizing computer systems and applications, such as Microsoft Office suite (specifically Word, Excel and PowerPoint).
- Employing strong customer service, and effective independent problem-solving skills.
- Scheduling appointments, meetings, room reservations and catering of events.
NOTE: The eligible list generated from this recruitment may be used to fill future extra help, term, unclassified, and regular classified vacancies.
Examples Of Duties:
Duties may include but are not limited to, the following:
- Receive and screen visitors and telephone calls; provide factual information which may require the interpretation and application of policies and procedures; take messages or refers the caller to the proper or alternate person.
- Research and compile a variety of informational materials from sources both inside and outside the office to which assigned.
- Open and sort mail and attach pertinent back-up materials and process outgoing mail as required.
- Type drafts and a wide variety of finished documents from notes, minutes of meetings, or printed materials; input and/or retrieve data or prepare reports using a variety of computer platforms.
- Initiate specified correspondence independently for signature by appropriate supervisory or professional staff; review finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate grammatical usage.
- Organize and maintain various departmental files; purge files as requested.
- Follow up on projects, transmit information, and keep informed of unit activities.
- Schedule and arrange for meetings; arrange for rooms, prepare agendas and summarize meeting results as required.
- Organize own work, set priorities and meet critical deadlines.
- May provide project direction to office support staff; may instruct staff in work procedures and/or review work for format, accuracy and consistency.
- Order and maintain supplies.
- Perform related duties as assigned.
Education and Experience: Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:
Two years of general clerical or office support experience.
- Standard office administrative and secretarial practices and procedures, including filing and business letter writing.
- The operation of common office equipment, including a word processor and personal or on-line computer.
- Policies and procedures related to the unit to which assigned.
- Correct English usage, including spelling, grammar, punctuation, and vocabulary.
- Business arithmetic, including percentages and decimals record keeping principles and practices.
- Provide varied secretarial and office administrative assistance to management, supervisory and professional staff.
- Organize work, set priorities, meet critical deadlines, and follow up on assignments.
- Use initiative and independent judgment within established guidelines.
- Establish and maintain effective working relationships.
- Compose correspondence independently or from brief instructions.
- Organize and maintain accurate records and files.
- Make arithmetic calculations with speed and accuracy.
- Operate standard office equipment, including a word processor, personal or on-line computer, and multi-line telephone equipment.
Some positions may require the ability to type at a rate of 50 words per minute.
Anyone may apply. Thorough and detailed responses to the supplemental questions must be submitted in addition to our regular employment application form. A resume or reference to a resume will not be accepted as a substitute for the required employment application and supplemental questions.
The examination process will consist of an application screening (pass/fail) based on the candidates' application and responses to the supplemental questions. Candidates who pass the application screening will be invited to a panel interview (weight: 100%), which may include a pre-written written assessment. Depending on the number of applicants, an application appraisal of education and experience may be used in place of other examinations or further evaluation of work experience may be conducted to group applicants by level of qualification. All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in San Mateo County, California and applicants must participate at their own expense.
IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the "Apply" button. If you are not on the County's website, please go to https://jobs.smcgov.org to apply.
~ TENTATIVE RECRUITMENT SCHEDULE ~
Final Filing Date: December 16 , 2019
Application Appraisal/Screening: Week of December 16, 2019
Panel Interview: January 8 and/or January 9, 2020
At the County of San Mateo, we welcome and celebrate the diversity of our employees, and strive to create a workplace where they feel valued every day.
County of San Mateo is proud to be an Equal Opportunity Employer.
For additional information and to apply, visit: