Administrative Assistant II (Open and Promotional)

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Administrative Assistant II (Open and Promotional)

Salary

$86,819.20 - $108,555.20 Annually

Location

County of San Mateo, CA

Job Type

Regular

Job Number

E091F

Department

Assessor-County Clerk-Recorder

Opening Date

10/07/2024

Closing Date

10/28/2024 11:59 PM Pacific

Bargaining Unit

35

• Description

• Benefits

• Questions

Description

Join us in shaping the future of San Mateo County! The Assessor-County Clerk-Recorder & Elections Office is dedicated to achieving a better future for the County and its communities.

The Assessor-County Clerk-Recorder & Elections Office is seeking well-qualified candidates for the position of Administrative Assistant II .

Under direction, in the administrative office of a County department or comparable administrative unit, to assist management personnel in such activities as budgeting, purchasing, analysis of office methods and procedures, personnel transactions and supervision of clerical staff; and to do related work as required.

DISTINGUISHING CHARACTERISTICS

This is the fully experienced and second working level in the Administrative Assistant series. Employees in this class assist higher-level management personnel in larger departments, or department heads/assistant department heads in smaller departments, or large divisions of the larger departments, or perform a broad range of duties in support of a small department.

Examples Of Duties

Duties may include, but are not limited to, the following:

• Supervise the office services and business management activities of a department or division including such functions as purchasing, budgeting, payroll, personnel transactions, and typing services.

• Maintain operational budget and facilitate development of performance measures for a smaller section or department.

• Maintain auditing, accounting and budget controls on a level not requiring a professional accountant.

• Plan, assign and supervise the work of a clerical staff.

• Assist higher-level administrative staff in analyzing budget needs and assisting in the preparation of budget requests.

• Assist in the preparation and follow-up of applications for assistance from Federal and State agencies.

• Confer and coordinate with other administrative staff within the department of assignment and with staff in County administrative agencies on a variety of administrative matters.

• Assume responsibility for the proper and efficient function of the office of assignment and the enforcement of office and agency rules and regulations.

• Study departmental management procedures and prepare reports with recommendations for improvement.

• Prepare procedures manuals and assist in preparation of other departmental publications.

• Manage department contracts and agreements.

• Perform related duties as assigned.

Qualifications

Knowledge of:

• Principles of organization, administration and supervision.

• Budgeting principles and practices.

• Modern office methods and procedures associated with information technology.

• Principles and practices of sub-professional accounting, bookkeeping and fiscal procedures.

Skill/Ability to:

• Analyze organizational structures and recommend procedural changes and prepare and present reports in narrative and graphic form.

• Establish and maintain accounts and budgetary controls.

• Learn quickly the laws and rules governing the operations of the department to which assigned.

• Interpret and explain laws and rules to subordinates, other County departmental staff and to the general public.

• Plan, organize and supervise the work of clerical personnel effectively.

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:

Graduation from an accredited college or university with major work in Public or Business Administration or a closely related field and two years of experience in such fields as accounting, personnel management, office management or management analysis.

Application/Examination

Open & Promotional. Anyone may apply. Current County of San Mateo and County of San Mateo Superior Court of California employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, extra-help/limited term positions prior to the final filing date will receive five points added to their final passing score on this examination.

The examination process will consist of an application screening based on the candidates' application and responses to the supplemental questions (weight: pass/fail). Candidates who pass the application screening may be invited to a panel interview (weight:100%). 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 . Applicants meeting 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. Responses to the Supplemental Questionnaire must be submitted in addition to the standard County employment application form. A resume will not be accepted as a substitute for the required application materials. Online applications must be received by the Human Resources Department before midnight on the final filing date.

Tentative Recruitment Schedule

Final Filing Date: Monday, October 28, 2024

Application Screening: Tuesday , October 29, 2024

Civil Service Panel Interview: Tuesday, November 5, and/or Wednesday, November 6, 2024

About the County

San Mateo County is centrally located between San Francisco, San Jose, and the East Bay. With over 750,000 residents, San Mateo is one of the largest and most diverse counties in California and serves a multitude of culturally, ethnically, and linguistically diverse communities.

The County of San Mateo, as an employer, is committed to advancing equity to ensure that all employees are welcomed in a safe and inclusive environment. The County seeks to hire, support, and retain employees who reflect our diverse community. We encourage applicants with diverse backgrounds and lived experiences to apply. Eighty percent of employees surveyed stated that they would recommend the County as a great place to work.

The County of San Mateo is an equal opportunity employer committed to fostering diversity, equity, and inclusion at all levels.

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Analyst: Sarah Huynh (100724) (Administrative Assistant II - E091)

Please visit https://www.smcgov.org/media/100206/download?inline= for a complete listing of all benefits for this classification.

Benefits are offered to eligible employees of the County of San Mateo. All benefits are subject to change.

NOTE: Employees hired on or after January 1, 2013 may be subject to new Pension Reform retirement laws.

As an additional benefit, the County offers extensive training and development programs designed to improve skills and enhance career opportunities. Most programs are offered on County time at no cost to you.

County employees are also covered by the federal Social Security system and earn benefits for retirement based on salary and time worked.

01

IMPORTANT: Applicants for this position are required to submit responses to the following supplemental questions. Your responses will give us additional information about your background and experience related to this position and will be used in the selection process. Be concise and specific. Neatness, clarity of expression, grammar, spelling and ability to follow instructions will be considered in the evaluation process. A resume will not be accepted as a substitute for your responses to these questions.

• I have read and understand these instructions.

  02

  What work experiences and/or educational background demonstrate that you possess the skills, knowledge, and abilities for this position? Please be specific in terms of your prior experiences, roles, or challenges you have taken on.

  03

  Describe how you have improved the organization of a system, process or task in your most recent position.

  04

  Describe your communication style and how that style will contribute to your success as an Administrative Assistant II.

  Required Question

Agency

County of San Mateo

Address

County of San Mateo Human Resources Department 500 County Center, 4th Floor Redwood City, California, 94063-1663

Phone

(650) 363-4343

Website

https://jobs.smcgov.org

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