Administrative Assistant I – Environmental Health Services (County Promotional Only)

County of San Mateo • San Mateo, CA

9d • Onsite

About The Position

San Mateo County Health is seeking a well-qualified individual for the position of Administrative Assistant I. The current vacancy is a regular, full-time position with the Environmental Health Services Division (EHS). This position is currently located in San Mateo, CA. Primary responsibilities will include: Organize invoices, gather and import supporting documentation, and route for approvals through COUPA and prepare any emails for subsequent approval of journal entry (JE). Create and update PEIDs (vendors); serve as Contract Release /Purchasing Order creator for one-time invoices; process encumbrances for Health/County vendors. Run COGNOS reports and update internal documents for budget monitoring; prepare payroll batches and monthly accruals for internal approval and processing; provide backup support for fiscal credit memos of accounts receivable. Provide administrative support for contracts under $100,000–$200,000, as applicable. Maintain Teams/SharePoint resources; serve as Simple In/Out coordinator; act as Toshiba point of contact for copiers, scanners, and printers; provide backup support for in office administrative -related issues including phone support as needed. Maintain office supply inventory and tracking; place Amazon and Office Depot orders, including ergonomic equipment; order business cards. Provide support to the management analyst as needed. Address non-staff office issues, including facility needs; conduct backflow and sticker audits; complete daily conference room checks. Track EHS Administrative meeting attendance and ensure completion is entered into Learning Management System.

Requirements

• Experience reviewing invoices for completeness and initial coding.
• Experience in using applications such as COUPA and OFAS.
• Demonstrated ability to remain organized and prioritize several tasks at once.
• Ability to listen, summarize, and ask for clarification initially of assigned tasks.
• Demonstrated skill and understanding with learning new online workflow-based systems.
• Ability to work independently.
• Excellent verbal and written communication skills.
• Demonstrated ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Working knowledge of sub-professional accounting, bookkeeping and fiscal procedures.
• Modern office methods and equipment.
• Learn quickly the general scope of each of the programs in the department.
• Good judgment.
• Get along well with others.
• Plan, organize, and timely complete the work assigned.
• Work well without close supervision.
• Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying.
• 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.

Responsibilities

• Organize invoices, gather and import supporting documentation, and route for approvals through COUPA and prepare any emails for subsequent approval of journal entry (JE).
• Create and update PEIDs (vendors); serve as Contract Release /Purchasing Order creator for one-time invoices; process encumbrances for Health/County vendors.
• Run COGNOS reports and update internal documents for budget monitoring; prepare payroll batches and monthly accruals for internal approval and processing; provide backup support for fiscal credit memos of accounts receivable.
• Provide administrative support for contracts under $100,000–$200,000, as applicable.
• Maintain Teams/SharePoint resources; serve as Simple In/Out coordinator; act as Toshiba point of contact for copiers, scanners, and printers; provide backup support for in office administrative -related issues including phone support as needed.
• Maintain office supply inventory and tracking; place Amazon and Office Depot orders, including ergonomic equipment; order business cards.
• Provide support to the management analyst as needed.
• Address non-staff office issues, including facility needs; conduct backflow and sticker audits; complete daily conference room checks.
• Track EHS Administrative meeting attendance and ensure completion is entered into Learning Management System.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level