Executive Administrator - Confidential (Open and Promotional)

The County of San Mateo's Information Services Department is seeking a highly motivated individual for the position of Executive Administrator – Confidential.
The Executive Administrator will perform varied, complex, and often confidential clerical and office administrative support tasks in support of the CIO/Director and other associated management, supervisory and professional staff.
The ideal candidate will be experienced in: Providing high-level administrative and clerical 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 computer and written communication skills.
Proficiency in computer systems and applications, such as Microsoft Windows and the Microsoft Office suite (Microsoft Word and Excel).
Adeptly proofreading documents including contracts, letters, etc.
Employing strong customer service, excellent communication, and effective problem-solving skills.
Please Note: We will be hosting a special Informational Session for this recruitment.
Join us for a live conversation with Chief Information Officer, Michael Wentworth to learn more about this exciting career opportunity! Register HERE.
Examples Of Duties Duties may include, but are not limited to, the following: Provide support to the CIO/Director with agendas, rosters and minutes for various committees.
Schedule, set up, and clerk internal and committee meetings.
Receive and screen visitors and telephone calls; provide information and resolve complaints which regularly require the use of judgment and the interpretation and application of policies and procedures.
Research and compile a variety of informational or statistical material from sources both inside and outside the office; summarize such information as necessary.
Type drafts and a wide variety of finished documents from stenographic notes, brief instructions, or printed materials; may use word processing equipment and input or retrieve data and prepare reports from an on-line or personal computer system.
Compile and process confidential materials related to labor and employee relations.
Initiate correspondence independently for signature by appropriate management staff; review finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
Organize and maintain various administrative, reference, and follow-up files; purge files as required.
Organize meetings by notifying participants, making room arrangements, preparing agendas and required informational materials; may attend such meetings and prepare minutes, or may represent the manager at such meetings.
Relieve director and managers of certain administrative matters by following up on projects, transmitting information, and keeping informed of department activities.
Make appointments and maintain a calendar; schedule and arrange for meetings and make travel arrangements.
Review expense claims for accuracy and required backup materials.
Sort mail and obtain related backup materials.
Assist with the development and analysis of data; may prepare or maintain statistical information.
Organize own work, set priorities and meet critical deadlines; ensure that such deadlines are met by other staff.
Manage the workflow of agency reports to the Board of Supervisors.
Provide backup support for other administrative support staff.
Perform related duties as assigned.
Qualifications Knowledge of: Office administrative and clerical practices and procedures, such as business letter writing and the operation of common office equipment, including a word processor and personal or on-line computer.
Basic organization and function of public agencies, including the role of an elected Board of Supervisors and appointed boards and commissions.
Record keeping, report preparation, filing methods and records management techniques.
Correct English usage, including spelling, grammar, punctuation, and vocabulary.
Standard business arithmetic, including percentages and decimals.
Basic supervisory principles and practices.
Basic budgeting principles and practices.
Skill/Ability to: Provide varied, responsible, and often confidential clerical and office administrative assistance to high-level management and other associated supervisory and professional staff.
Plan, direct and review the work of assigned staff, and instruct staff in work procedures.
Interpret, apply and explain complex policies and procedures using tact, discretion, initiative and independent judgment within established guidelines.
Analyze and resolve office administrative situations and problems.
Research, compile, and summarize a variety of informational materials.
Compose correspondence independently or from brief instructions.
Establish and maintain effective working relationships.
Organize work, set priorities, meet critical deadlines, and follow up on assignments with a minimum of direction.
Some positions may require the ability to type at a rate of 50 words per minute.
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 administrative experience which has included providing office and administrative support to management staff.
Application/Examination Open and 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, Confidential and Management extra-help/limited term, and SEIU or AFSCME represented extra help/limited term positions prior to the final filing date will receive five points added to their final passing score on this examination.
Responses to the supplemental questions must be submitted in addition to our regular employment application form.
A resume will not be accepted as a substitute for the required employment application and supplemental questionnaire.
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 www.
smcgov.
org/hr/jobs to apply.
Online applications must be received by the Human Resources Department before midnight on the final filing date.
~ TENTATIVE RECRUITMENT SCHEDULE ~ Informational Session: Thursday, March 14, 2024 from 1 p.
m.
to 2 p.
m.
Final Filing Date: Monday, March 18, 2024 Application Screening: Tuesday, March 19, 2024 Civil Service Panel Interviews: Thursday, March 28, 2024 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 is committed to advancing equity in order 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.
Analyst: Arlene Cahill (Executive Secretary-Confidential – E476)