Executive Secretary - Confidential (County Promotional Only)

The County Health department of San Mateo County is seeking a highly motivated individual for the position of Executive Secretary - Confidential.
The Executive Secretary will perform varied, complex, and often confidential secretarial and office administrative support tasks in support of the Chief and Deputy Chief of Health and other associated management, supervisory and professional staff.
The position involves extensive contact with all levels of the organization, the public, partners, and officials at the local, state, and federal levels.
The ideal candidate will be experienced in: Providing high-level administrative and secretarial support to executive level management.
Handling and maintaining confidential materials and information.
Managing multiple assignments while maintaining attention to detail.
Operating independently and knowing when to seek consultation.
Receiving and screening visitors and telephone calls; performing initial assessment of general calls or emails and referring to appropriate executive, division, or department.
Utilizing excellent oral and written communication skills.
Communicating with all levels of staff, clients, elected officials, management, community leaders and members of the public.
Proficiency in computer systems and applications, such as Microsoft Windows and the Microsoft Office Suite, and systems used by County Health.
Adeptly proofreading documents including correspondence, contracts, etc.
Employing strong customer service, excellent communication, and effective problem-solving skills.
Examples Of Duties Duties may include, but are not limited to, the following: 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.
Make appointments for the Chief and Deputy and Chief and maintain their calendars; schedule and arrange for meetings and make travel arrangements.
Provide support to the Chief and Deputy Chief with agendas, rosters, and minutes for various committees.
Organize meetings by coordinating scheduling using on-line calendars and searches as well as phone calls, consulting regarding competing priorities, notifying participants, making room, seating, and food arrangements, and preparing agendas and required informational materials.
May attend such meetings, provide staff support, prepare minutes and follow-up.
Research and compile a variety of informational or statistical material from sources both inside and outside the office; summarize such information as necessary.
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.
Type, copy and revise drafts, and a wide variety of finished documents from notes or a white board, brief instructions, or printed materials; use software applications such as Microsoft Office Suite and input or retrieve data and prepare reports from an on-line or personal computer system.
Manage mailing and e-mailing lists used by the Chief and Deputy Chief and coordinate distributions and mailings.
Sort and prioritize mail and obtain related backup materials.
Review expense claims for accuracy and required backup materials.
Receive all requests submitted to the Agency under the California Public Records Act requests, coordinate response with County Counsel and communicate status and updates to the Chief and Deputy Chief.
Organize and maintain various administrative, reference, and follow-up files; purge files as required.
Relieve Chief and Deputy Chief of certain administrative matters by following up on projects, transmitting information, and keeping informed of department activities.
Examples include tracking and coordinating information gathering for executive evaluations due and coordinating the department Section 700 reporting for designated personnel.
Learn how to use software and systems used routinely by the Chief and Deputy Chief.
Organize own work, set priorities, and meet critical deadlines; ensure that such deadlines are met by other staff.
May provide supervision to office 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 secretarial experience which has included providing office and administrative support to management staff.
Application/Examination County Promotional Only.
Only current County of San Mateo employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, Confidential and Management extra-help/limited term, or SEIU or AFSCME represented extra help/limited term positions prior to the final filing date may apply.
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.
The examination process will consist of an application screening 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%).
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.
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.
Online applications must be received by the Human Resources Department before midnight on the final filing date.
RECRUITMENT SCHEDULE Final Filing Date: Monday, March 18, 2024 at 11:59 p.
m.
PST Application Screening: Week of March 18, 2024 Combined Panel Interview: Week of March 25, 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.