Job Information
San Mateo County, CA Administrative Secretary III - Confidential - San Mateo Medical Center (Open and Promotional) in United States
Administrative Secretary III - Confidential - San Mateo Medical Center (Open and Promotional)
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Administrative Secretary III - Confidential - San Mateo Medical Center (Open and Promotional)
Salary
$72,384.00 - $90,459.20 Annually
Location
County of San Mateo, CA
Job Type
Full-Time
Job Number
E006M
Department
San Mateo Medical Center
Opening Date
12/04/2024
Closing Date
12/18/2024 11:59 PM Pacific
Bargaining Unit
70B
Description
Benefits
Questions
Description
The San Mateo Medical Center is looking for an experienced individual to work as Administrative Secretary III, performing varied secretarial and office administrative support tasks under the direction of the assigned Executive Team Members. This is a key position as it provides high-level administrative support to the Chief Officers and work in a fast-paced environment. The Administrative Secretary III will also provide support, as directed, to other members of the management team as needed.
The current vacancy is a regular, full-time, vacancy. This position requires the incumbent to work in person at the San Mateo Medical Center, which is located in San Mateo. The work hours of this position are Monday-Friday 8:00 a.m. - 5:00 p.m.
The Administrative Secretary III - SMMC will work independently but joins a dynamic team of administrative and professional staff in the San Mateo Medical Center and work collaboratively with others across the Health System and San Mateo County.
The ideal candidate will possess the following qualities:
Three years of general clerical experience with at least one year of experience supporting senior executives and a proven track record of success in a fast-paced environment.
Impeccable organizational skills and the ability to manage many details, recall information and develop tracking and e-filing systems.
Experience maintaining busy and highly impacted calendars.
Ability to work independently and quickly, make decisions and take initiative.
Skilled problem solver and creative thinker with experience thinking on their feet.
Experience drafting correspondence including letters and memos on sensitive information and for confidential audiences.
Experience planning meetings including agenda preparation, room arrangements, catering, minute taking and action item follow-up.
Highly proficient in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, and comfortable learning new computer programs.
Politically astute with good judgment skills.
Effective in maintaining open communication lines with all levels of staff including elected officials and community leaders.
Experience handling confidential materials.
Ability to plan ahead and delegate as needed.
NOTE: Confidential Pay Differential - Employees covered by the Confidential Employees resolution shall receive a 5% differential in addition to all other compensation.
Examples Of Duties
Duties may include, but are not limited to, the following:
Receive and screen visitors and telephone calls; provide factual information which may require the interpretation of policies and procedures; take messages or refer callers to the proper persons.
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 attach pertinent back-up materials; process outgoing mail as required.
Type drafts and a wide variety of finished documents from stenographic notes, brief instructions, or printed materials; may use word processing equipment and input or retrieve data and prepare reports using an on-line or personal computer system.
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 the division budget; 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.
Attend meetings involving regular contact with governmental officials, the County Board of Supervisors or Commission members, representatives of business or community members, the public and all levels of County personnel to exchange information and explain administrative policy and procedures.
May provide lead direction to office support staff; may instruct staff in work procedures and/or review work for format, accuracy and consistency.
Perform related duties as assigned.
Qualifications
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 equipment.
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.
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 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.
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, 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 (weight: pass/fail), and an Interview (weight: 100%), which may include the evaluation of a brief writing exercise given immediately preceding the interview. Applicants must successfully pass the Application Screening to move forward to the Interview. Candidates must successfully pass the Interview to be placed on the Hiring (Eligible) List.
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" button . If you are not on the County's website, please go to https://jobs.smcgov.org to apply . A supplemental application form must be submitted in addition to our regular employment application form. Resume or CV will not be accepted as a substitute for the required employment application and supplemental questionnaire. Online applications must be received by the Human Resources Department before midnight on the final filing date.
TENTATIVE RECRUITMENT SCHEDULE
Final Filing Date: Wednesday, December 18, 2024, by 11:59 p.m. PST
Screening: Week of December 18, 2024
Civil Service Panel Interviews: Week of December 30, 2024
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: Debbie Kong (12032024) (Administrative Secretary III - E006)
Please visit https://www.smcgov.org/media/121031/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: Applicants for this position are required to submit responses to the following supplemental questions. Your responses will give us additional information about your background and experience related to this position and will be used in the selection process. Be concise and specific. Neatness, clarity of expression, grammar, spelling and ability to follow instructions will be considered in the evaluation process. A resume will not be accepted as a substitute for your responses to these questions.
I have read and understand these instructions.
02
How many years of experience do you have providing administrative support in an office environment with chief officers, executive staffs, or individuals in similar role?
3 years or more
At least 2 years
Less than 2 years
No experience, but willing to learn.
03
Which of the following tasks have you performed in a previous administrative support role? (Check all that apply.)
Scheduling Meetings – including planning and coordinating meetings, preparing agendas, taking minutes.
Managing Multiple Calendars.
Arranging Travel and Processing Expense Reports.
Managing and Organizing Documents, Files and Records.
None of the above, but willing to learn.
04
Please select the computer programs/software applications you have used. (Check all that apply.)
Microsoft Excel
Microsoft Word
Microsoft PowerPoint
Microsoft Outlook
Sharepoint
Microsoft Teams
Adobe
05
Please describe your skill level for each of the computer programs/software applications that you have selected above.
06
This position requires the ability to problem solve and work independently. Provide a work-related example of a time when you had to be creative about finding an answer that you sought, who you consulted with and how you found the information you needed. Be specific.
07
This position requires maintaining impeccable organization. Detail how you keep track of many detailed tasks and how you establish reminders for tasks that need to be completed well in the future, or on a cyclical basis (such as quarterly). Describe the systems you use. Be specific.
08
Describe the relationships you have with people you work with. Please refer to people who work on the same team as you, senior management, and peers outside your department. Be specific.
Required Question
Agency
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
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