Note: This recruitment schedule was amended on October 2, 2018 to extend the Final Filing Date to October 9, 2018.
Note: This recruitment was amended on September 19, 2018 to add Confidential to the job title.
San Mateo County'sHuman Services Agencyis seeking an experienced, dynamic individual for the position of Administrative Secretary III, 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 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, in order 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.
Duties may include but are not limited to, the following:
Provide primary support for the Director of Economic Self-Sufficiency(ESS) and Managers.
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 ESS Branch.
Review and collect customer satisfaction surveys with positive staff comments to highlight within the ESS Branch.
Coordinate the timely completion of reports from assigned Managers.
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 factual 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, and develop and meet critical deadlines.
Perform other duties as assigned.
NOTE: The list generated from this recruitment may be used to fill future permanent and extra-helpvacancies in any County department.
Anyone interestedin and qualified for employment as an Administrative Secretary III for the County of San Mateo is encouraged to apply for this recruitment.
Qualifications Typing Requirement: Ability to type accurately at a rate of 50 net words per minute from printed copy.
( A typing certificate issued in the last two years, indicating your ability to type 50 words per minute will be required and be submitted with the application prior to the filing deadline .) 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 one year of secretarial experience providing responsible office and administrative support assistance OR three years of general clerical or office support experience.
Standard office administrative and secretarial practices and procedures, including filing and business letter writing; the operation of common office equipment, including a personal computer; policies and procedures related to the division to which assigned; correct English usage, including spelling, grammar, punctuation, and vocabulary; business arithmetic, including percentages and decimals; record keeping principles and practices; basic supervisory principles and practices; and basic budgeting 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 assignments with a minimum of direction; use tact, discretion, initiative, and independent judgment with established guidelines; interpret, apply, and explain complex policies and procedures using tact, discretion, 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 personal computer and multi-line telephone equipment; and direct and train others in work procedures.
Other Requirement: Specific positions may require skill in taking dictation at a rate of 80 words per minute by hand or stenographic machine and transcribing it accurately.
Application/Examination Anyone may apply.
Current San Mateo County and San Mateo County 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 prior to the final filing date will receive five (5) 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.
A typing certificate issued within the last two years, indicating the ability to type 50 net words per minute must be submitted with the application prior to the filing deadline by (a) attaching to the application online, or (b) delivering to the Human Resources Department, Attn: Arlene Cahill, 455 County Center, 5th Floor, Redwood City, CA 94063.
Our office is open Monday-Thursday, 7:00 a.m.-7:00 p.m., and closed on Fridays.
Failure to do so may disqualify you from this recruitment.
All typing certificates are subject to verification.
You must submit a typing certificate obtained from any agency, as long as all of the following criteria are met : Typing certificate (or signed statement on official letterhead of the testing agency) is dated no earlier than two years prior to the date of the application filing.
Test must be proctored and administered at a qualified location.
( Internet/Online Typing Tests will not be accepted .) Typing Certificates are accepted from the following: Employment Agencies (may be subject to fees) Other Counties One Stop Employment Services Typing certificate (or signed letter) must state all of the following information: a.Your first and last name, as presented on your application.
b.Duration of the typing test.
Must be a minimum of three (3) minute timed exam.
c.Net words per minute d.
Measures used to calculate net words per minute (e.g.
gross words per minute, gross errors, percent accuracy, etc.) NOTE : Because different testing locations may use different formulas to compute net words per minute, the County prefers to receive certificates also reporting gross words per minute and the number of errors made.
If a certificate showing net words per minute is received and no calculation information is available, the certificate may be rejected.
The County does not endorse any particular typing exam location, as long as the above criteria are met.
The examination may consist of an application screening based on the candidates' application and responses to the supplemental questions.Candidates who pass the application screening maybe invited to a panel interview(weight: 100%)which may include the evaluation of a written exercise or performance exercise assessing computer skillsgiven immediately preceding the interview.
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 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 to apply.Online applications must be received by the Human Resources Department before midnight on the final filing date.
TENTATIVE RECRUITMENT SCHEDULE Final Filing Date:
October 9, 2018 Application Screening: TBD Combined Panel/Department Interview: TBD At the County of San Mateo, we take pride in the way our employees bring together their diverse backgrounds, experiences, and perspectives to serve our community's needs.
The County is an Equal Opportunity Employer.
Analyst: Arlene Cahill (09182018) (Administrative Secretary III-Confidential- E006) Application Instructions To learn more about the position and/or to apply, please click the link below.
If link is not available, please read the information above for detailed instructions on how to apply.
County Of San Mateo Human Resources Department