• Job Description

  Req#: 4468218
  San Mateo County Health is seeking a highly motivated individual with strong administrative and interpersonal skills for the position of Administrative Assistant I.
  
  This position is part of a small team that is involved in programs and process improvements to enable staff to deliver the best care possible. Success in this pivotal role is contingent upon the demonstration of exceptional customer service, both internally with fellow employees and externally with the public. Additionally, the incumbent must possess excellent oral and written communication skills, a keen eye for detail in proofreading, and the ability to seamlessly juggle multiple tasks simultaneously. These essential qualities not only ensure the smooth operation of daily activities but also play a crucial role in supporting the assigned leadership, enabling them to focus on higher-level strategic responsibilities.
  
  About San Mateo County Health
  San Mateo County Health administers public health programs and provides clinical and supportive services to the community. Our mission is to help everyone in San Mateo County live longer and better lives.
  
  County Health protects the public by regulating harms that could cause disease, informing advocacy to achieve healthier communities, and preventing the spread of disease. County Health is also a safety-net provider with a long history of innovation in health care delivery. We support those in need with comprehensive prevention and treatment programs and services.
  
  We strive to protect and promote the health of everyone in San Mateo County by working to prevent diseases before they occur, treating mental and physical conditions, and monitoring the environment and the health of our community. To learn more about San Mateo County Health, visit: https://www.smchealth.org.
  
  Rewarding aspects of the job: Your work will have a direct impact on all those San Mateo County Health serves both inside and outside the organization. You will
  get the unique experience of working with all divisions within the department and understanding the interrelationship between the various programs.
  
  Challenging aspects of the job: This role will require you to be flexible and adaptable. Exceptional organizational skills, the ability to prioritize tasks, meet critical deadlines, follow up on assignments proactively, excellent time-management, and attention to detail are essential skills for success in this position.
  
  The ideal candidate for this position will have the knowledge, skills and abilities in the following areas:
  • Administrative Support: Providing administrative support to leadership, including managing their calendars, scheduling meetings, arranging travel, processing reimbursements, and handling correspondence.
  • Communication: Acting as a liaison between the department and internal or external parties, including the public, employees, and other stakeholders. This may involve answering phone calls, responding to emails, and developing recommendations to the Health Administration leadership team, therefore communicating effectively, both orally and in writing, and listening sensitively and accurately, is critical.
  • Documentation: Preparing clear and accurate reports, presentations, correspondence, procedures, and other materials.
  • Contract Development and Review: Prepare or review contracts, memos and resolutions for Board of Supervisor level contracts, and/or other related technical documents for accuracy.
  • Meeting Coordination: Planning and coordinating meetings, including preparing agendas, taking minutes, and ensuring that all necessary materials are available.
  • Research: Conducting research and gathering information on various topics as requested by the team to support decision-making and planning processes.
  • Purchasing and Procurement: Managing the procurement process for essential office supplies and specialized emergency management contracts and equipment.
  • Project Support: Assisting with special projects or initiatives as needed, which may involve coordinating teams, tracking progress, and ensuring deadlines are met.
  • Problem-Solving: Handling routine administrative issues and solving problems independently, while knowing when to escalate more complex issues to the assigned leadership or other appropriate parties.
  • Technology Proficiency: Being proficient in various office software and tools, such as the Microsoft Office suite, email systems, and industry-related software.
  • Interpersonal Skills: Possessing strong interpersonal skills to interact effectively with colleagues, clients, and other stakeholders and representing Health Administration in a professional manner.
  As the Administrative Assistant I, your responsibilities will include:
  • Providing unparalleled administrative support to the leadership team, handling tasks with precision and confidentiality.
  • Acting as a liaison between our office and County Health employees, the public, community leaders and elected officials, demonstrating exceptional communication skills.
  • Managing multiple assignments simultaneously, maintaining meticulous attention to detail and prioritizing tasks effectively.
  • Utilizing advanced proficiency in the Microsoft Office suite, including Word, Excel, and PowerPoint, to create polished documents and presentations.
  • Learning Management System administration.
  • Demonstrating strong customer service and independent problem-solving skills, ensuring the smooth coordination of appointments, meetings, and events.
  • Ordering and maintaining office supplies.
  • Performing related duties as assigned.
    
  NOTE: The eligible list generated from this recruitment may be used to fill future extra-help, term, unclassified, and regular classified vacancies.
  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 a degree in Public Administration, Accounting, Political Science, Business Administration or related field OR four years of responsible administrative or supervisory clerical experience which has included bookkeeping or sub-professional accounting duties.
  Knowledge of:
  
  • Working knowledge of sub-professional accounting, bookkeeping and fiscal procedures.
  • Modern office methods and equipment.
  
  Skill/Ability to:
  • Learn quickly the laws governing the operations of the department.
  • Interpret laws.
  • Good judgment.
  • Get along well with others.
  • Work well without close supervision.
  County Promotional Only. Only current County of San Mateo employees and County of San Mateo Superior Court employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, SEIU or AFSCME represented extra-help/term position may apply.
  
  The examination process will consist of an application screening (weight: 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%). 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 the County of San Mateo, 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 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/or supplemental questionnaire. Online applications must be received by the Human Resources Department before midnight on the final filing date.
  
  TENTATIVE RECRUITMENT SCHEDULE
  Deadline to Apply: Monday, April 29, 2024, at 11:59 PM PST
  Application Screening: Thursday, May 2, 2024
  Combined Panel/Department Interviews: Wednesday, May 22, 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: Carolyn Burns (041524) (Administrative Assistant I - E029)

• About the company

  San Mateo County, officially the County of San Mateo, is a county located in the US state of California.

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