Administrative Secretary II - Human Services Agency (Open and Promotional) Print (https://www.governmentjobs.com/careers/sanmateo/jobs/newprint/4823826) Apply  Administrative Secretary II - Human Services Agency (Open and Promotional) Salary $72,467.20 - $90,542.40 Annually Location County of San Mateo, CA Job Type Full-Time Job Number E002AF Department Human Services Agency Opening Date 02/18/2025 Closing Date 3/4/2025 11:59 PM Pacific Bargaining Unit 37 + Description + Benefits + Questions Description San Mateo County's Human Services Agency is seeking an experienced, dynamic individual for the position of Administrative Secretary II, who will under general supervision, perform varied secretarial and office administrative assistance; use discretion in determining alternatives from well-defined guidelines in relieving management of routine administrative details; and may provide direction to office support staff on a project basis. Day-to-day activities require the use of initiative and independent judgment, particularly when prioritizing work from several staff members or when dealing with a variety of County staff and representatives of the public. The Administrative Secretary position is located at the Human Services Agency office on 2500 Middlefield Road in Redwood City and works under the supervision of the Economic Self Sufficiency Southern Region Manager. This position provides direct secretarial and administrative support services for the Economic Self Sufficiency Southern Region Manager and the Economic Self-Sufficiency Management Team. The ideal candidate will possess: + Experience performing a variety of secretarial and administrative support duties; + Ability to compose correspondence independently or from brief instructions; + Strong computer skills with high proficiency in Microsoft Word, Excel, and PowerPoint; + Possess excellent verbal and written business communication skills, to prepare clear and concise reports, meeting minutes and agendas, and conduct positive interactions with County staff, community partners, outside agencies and the public; + Experienced in working successfully as part of a team and ability to work independently; + Flexibility to provide effective back-up coverage of various positions as needed; + Ability to organize workload and set priorities to meet critical deadlines; + Ability to manage multiple assignments while maintaining attention to detail; + Proven ability in using initiative and independent judgment; + Ability to exercise a high degree of discretion and observe confidentiality; + A sense of ownership and responsibility; + Ability to research and find information as needed; + Desire to strive for professional development and growth; and keep up-to-date with HSA technology and policy / procedure changes. 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 The duties may include but are not limited to: + Provide primary support for the Southern Region Manager. + Support a variety of ESS meetings: Book meeting rooms, provide administrative support for meeting materials, assist with room set up, reserve, set up and collect required equipment (laptop, projector and digital recorder). + Attend ESS meetings and prepare meeting agendas and meeting minutes and action items. + Maintain and order office supplies and materials as needed. + Manage the office facility needs and follow-up with the building owner on any facility needs / requests. + Assist to coordinate any necessary staff moves within the Redwood City Office. + Review and collect customer satisfaction surveys from the Redwood City Regional Office. + Coordinate the timely completion of reports from assigned Supervisors. + Open and sort mail and attach pertinent back-up materials; process outgoing mail or financial invoices as required. + Organize and maintain various office files, and purge files as required. + Follow-up on projects, transmit information, and keep informed on division activities. + Keep lunch room bulletin boards up-to-date. + Provide project direction to support staff as needed. + Plan and coordinate department functions and events and perform other duties as assigned. + Receive and screen visitors and telephone calls as needed and provide information which may require the interpretation and applications of policy and procedures. + Greet the public and provide front desk coverage as needed. + Organize own work, set priorities, develop and meet critical deadlines. Qualifications 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. Knowledge of: 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; and business arithmetic, including percentages and decimals record keeping principles and practices. Skill/Ability to: 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. 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, or extra-help/limited term position 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. The examination will consist of an interview (weight: 100%) which may include the evaluation of a written or performance exercise given immediately preceding the interview. The interview may be comprised of a combined Civil Service and departmental panel process. Depending on the number of applications, an application appraisal of education and experience may be used in place of other examinations or a screening committee may select those applicants whose education and/or experience appear to best meet the needs of the position based solely on the information provided in the application materials. Because of this screening process, all 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 Online" button above or below. If you are not on the County's website, please go to http://jobs.smcgov.org to apply. Online applications must be received by the Human Resources Department before midnight (unless otherwise stated) on the final filing date. TENTATIVE RECRUITMENT SCHEDULE Final Filing Date: Monday, March 4. 2025 at 11:59 p.m. PST Application Screening: Tuesday, March 5. 2025 Panel Interviews: Thursday, March 13, 2025 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. . Analyst: Arlene Cahill (Administrative Secretary-II – E002) 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 - PLEASE READ CAREFULLY: Applicants for this position are required to submit responses to the following supplemental questions. Your responses will be evaluated and will be used in the selection process. Applications with incomplete responses will be rejected. Information presented in your application or resume will not be accepted in lieu of answering these questions in detail. Be concise and specific. Neatness, clarity of expression, grammar, spelling and ability to follow instructions will be considered in the evaluation process. Your responses should be consistent with the information in your standard San Mateo County application and may be subject to verification. + I have read and understand this important information and am ready to proceed to the supplemental questions. 02 Microsoft Excel – Considering your previous work experience, education and training, how would you rate your level of proficiency with Microsoft Excel? (Please note that your response may be subject to verification and you may be tested on this application.) + Expert - highly proficient in using this program and have provided training or guidance to others who use this program + Advanced - proficient in using this program and no additional training needed + Intermediate - experienced in using this program and may need additional training + Beginner – basic experience and will need additional training or guidance + No experience, but willing to learn 03 Microsoft Excel – Indicate the purpose you used this software application and describe the types of documents you have produced. 04 Microsoft Word – Considering your previous work experience, education and training, how would you rate your level of proficiency with Microsoft Word? (Please note that your response may be subject to verification and you may be tested on this application.) + Expert - highly proficient in using this program and have provided training or guidance to others who use this program + Advanced - proficient in using this program and no additional training needed + Intermediate - experienced in using this program and may need additional training + Beginner – basic experience and will need additional training or guidance + No experience, but willing to learn 05 Microsoft Word – Indicate the purpose you used this software application and describe the types of documents you have produced. 06 Microsoft PowerPoint – Considering your previous work experience, education and training, how would you rate your level of proficiency with Microsoft PowerPoint? (Please note that your response may be subject to verification and you may be tested on this application.) + Expert - highly proficient in using this program and have provided training or guidance to others who use this program + Advanced - proficient in using this program and no additional training needed + Intermediate - experienced in using this program and may need additional training + Beginner – basic experience and will need additional training or guidance + No experience, but willing to learn 07 Describe all secretarial responsibilities you have performed in your current or previous work experience(s). Be sure to specify your actual assignments and include information on where the experience was gained, and the type of environment/setting you worked in. 08 Give an example that best demonstrates your ability to successfully resolve an issue you encountered with a co-worker. What was the problem, how did you handle the situation and what was the outcome? Required Question Employer 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 Apply Please verify your email address Verify Email