Administrative Secretary Iii (Open And Promotional)

Are you an experienced administrative professional looking for an opportunity to serve your community? San Mateo County seeks to fill an Administrative Secretary III position to support program leaders and appointed commissions responsible for policies and programs benefiting San Mateo County residents in two specialized areas. The Local Agency Formation Commission (LAFCo) regulates the boundaries and reviews the finances and operations of cities and special districts. The San Francisco Airport/Community Roundtable (SFORT) works to reduce noise impacts from aircraft operations at San Francisco International Airport (SFO) through cooperation by the aviation industry, the Federal Aviation Administration (FAA) and local governments.

The immediate need is to fill a shared, full-time Administrative Secretary III position in the Planning and Building Department responsible for orchestrating once or twice monthly public hearings for LAFCo and the SFORT, requiring superior organizational, customer service, written and computer skills and an interest in working directly with elected officials and the public, and in performing varied, often complex secretarial and administrative tasks in support of program leaders. A hybrid work schedule can be accommodated for this position. Future vacancies in other County departments in the Administrative Secretary III classification may be filled from the list of eligible candidates established through this recruitment.
The ideal candidate for this position will be experienced in:

• Providing high-level administrative and secretarial support to top-level program managers.
• Basic organization and function of public agencies, including the role of an elected Board of Supervisors and appointed boards and commissions.
• Handling and maintaining confidential materials and information.
• Utilizing strong business professional verbal and written communication skills.
• Communicating respectfully with elected officials, community leaders, the news media, and the public, while maintaining a professional demeanor.
• Managing multiple assignments while maintaining attention to detail
• Utilizing strong computer skills with proficiency in Microsoft Word, Excel, Power Point, Teams, SharePoint, Adobe Acrobat, and Zoom.
• Experience working in local government preferred, not required.
• Knowledge of State and County regulations governing public hearing noticing and conduct preferred, not required.
• 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.

NOTE: The eligible list generated from this recruitment may be used to fill future extra-help, term, unclassified, and regular classified vacancies.Duties may include, but are not limited to, the following:

• Organizing, scheduling and clerking LAFCo and SFORT meetings (some in the evening) by notifying participants, making room arrangements, preparing agendas and meeting materials, assisting with room set up, preparing meeting minutes, and making travel arrangements.
• Maintaining and updating content on LAFCo and SFORT websites.
• Research and compile a variety of informational materials from sources both inside and outside the office; summarize such information as directed.
• Open and sort mail (and email) and attach pertinent back-up materials; process outgoing mail as required.
• Act as the "Clerk" to all public meetings (regular commission hearings, community meetings, and protest proceedings) of LAFCo and prepares draft minutes of meetings as well as draft legal documents for review by LAFCo Legal Counsel, Special Counsel and the Executive Officer
• Initiate specified correspondence independently for signature by appropriate management, supervisory or professional staff; review finished material for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
• Organize and maintain various office files, including personnel and tickler files; purge files as required.
• Assist with the development and administration of department and program budgets; may prepare or maintain statistical, fiscal or payroll information.
• Follow up on projects, transmit information, and keep informed of division activities.
• Schedule and arrange meetings.
• Organize own work, set priorities and meet critical deadlines.
• Interact with elected officials
• Perform related duties as assigned.

Knowledge of:

• Office administrative and secretarial practices and procedures.
• The operation of common office equipment, including a word processor and personal or on-line computer equipment.
• Policies and procedures related to the division to which assigned.
• Correct English usage, including spelling, grammar, punctuation, and vocabulary.
• Standard business arithmetic, including percentages and decimals.
• Record keeping principles and practices.
• Basic supervisory principles and practices.
• Basic budgeting principles and practices.

Skill/Ability to:

• Provide varied, responsible, and often confidential secretarial and office administrative assistance to high-level management and other associated 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 word processor, personal or on-line computer and multi-line telephone equipment.
• Direct and train others in work procedures.
• 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:

• One year of secretarial experience providing responsible office and administrative support assistance OR three years of general clerical or office support experience.

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.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, 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.
The examination process will consist of an application screening based on the candidates' application and responses to the supplemental questions (weight: pass/fail). Candidates who pass the application screening may 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. 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" 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 supplemental questionnaire.
TENTATIVE RECRUITMENT SCHEDULE
Final Filing Date: Thursday, November 30, 2023, 11:59 PM PST
Application Screening: Week of December 4-7, 2023
Civil Service Panel Interview: December 18 and/or 19, 2023

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.

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Analyst: Sedrick Dixon (11162023) (Administrative Secretary III - E003) Employment Type: Regular