Administrative Assistant II - Confidential (Departmental Promotional Only)

County of San Mateo • San Mateo, CA

15h • Onsite

About The Position

San Mateo County Emergency Management (SMC EM) is seeking qualified candidates to support its operations, serving 775,000 residents across 20 cities and 18 unincorporated communities. This role, under general direction of Department leadership, focuses on daily operations by leveraging expertise in contract and procurement administration, invoice tracking and payment, complex executive correspondence, interagency coordination, and Department-wide schedule management. The position involves structuring solicitations, developing and monitoring agreements, and tracking performance, while fostering strong relationships with partners and vendors. Key responsibilities include ensuring County agreements are well-structured, compliant, and aligned with strategic goals. The role also involves monitoring expenditures and progress, collaborating with the Fiscal Management Analyst, and other team members involved in grants, contracts, budgeting, finance, and performance. Success requires precision in contract and procurement processes, strong attention to detail, the ability to track information, actions, and deadlines, and skill in working with diverse internal and external stakeholders. Occasional evening or weekend meetings may be required for executive and partner engagement. This is a confidential classification, performing varied, complex, and often confidential administrative tasks supporting the Director and executive team, including sensitive materials related to personnel, payroll, budgets, and labor relations. Sound judgment and discretion are essential when handling sensitive information.

Requirements

• Graduation from an accredited college or university with major work in Public or Business Administration or a closely related field and two years of experience in such fields as accounting, personnel management, office management, or management analysis.
• Knowledge of principles of organization, administration, and supervision.
• Knowledge of budgeting principles and practices.
• Knowledge of modern office methods and procedures associated with information technology.
• Knowledge of principles and practices of professional accounting, bookkeeping, and fiscal procedures.
• Ability to analyze organizational structures, recommend procedural changes, and prepare and present reports in narrative and graphic form.
• Ability to establish and maintain accounts and budgetary controls.
• Ability to learn quickly the laws and rules governing the operations of the department to which assigned.
• Ability to interpret and explain laws and rules to subordinates, other County departmental staff, and the general public.
• Ability to plan, organize, and supervise the work of clerical personnel effectively.
• Demonstrated success with RFPs, contract negotiation, and compliance in a public or nonprofit setting.
• Demonstrated success in contract development and monitoring.
• Strong interpersonal and communication skills (oral, written, and presentation); able to build trust across teams and departments.
• A proven record of working independently, setting priorities, and staying resourceful in problem-solving.
• Attention to detail and follow-through; comfortable with deadlines and competing demands.
• Familiarity with public administration principles, vendor performance management, and data-informed decision-making.
• Ability to maintain effective working relationships with executives, partners, and community members.
• Experience managing high-volume workloads and shifting priorities.
• Comfort proposing solutions and improving processes to keep the Department effective and efficient.
• A record of handling confidential materials and sensitive information with discretion and integrity.
• Only current County of San Mateo employees in the Department of Emergency Management with at least six months (1040 hours) of continuous service in a classified regular, probationary, or extra-help/limited term position prior to the final filing date may apply.
• Responses to supplemental questions on the online application is required and must be submitted.

Nice To Haves

• The ideal candidate will possess the following: Demonstrated success with RFPs, contract negotiation, and compliance in a public or nonprofit setting. Demonstrated success in contract development and monitoring. Strong interpersonal and communication skills (oral, written, and presentation); able to build trust across teams and departments. A proven record of working independently, setting priorities, and staying resourceful in problem-solving. Attention to detail and follow-through; comfortable with deadlines and competing demands. Familiarity with public administration principles, vendor performance management, and data-informed decision-making. Ability to maintain effective working relationships with executives, partners, and community members. Experience managing high-volume workloads and shifting priorities. Comfort proposing solutions and improving processes to keep the Department effective and efficient. A record of handling confidential materials and sensitive information with discretion and integrity.

Responsibilities

• Drafting and managing Requests for Proposals (RFPs) and other solicitations; coordinating reviews and timelines.
• Developing, negotiating, and administering contracts, amendments, Board memos, and resolutions; ensuring compliance with County policies, funding terms, and legal requirements.
• Monitoring performance, budgets, and invoicing; verifying deliverables against metrics and scopes of work; resolving variances and recommending corrective actions.
• Tracking and paying invoices; reconciling budget information against approved contracts and grants.
• Partnering with the Fiscal Management Analyst on procurement and grants data management, analysis, and reporting.
• Working with Emergency Services Council member agencies and representatives on annual invoices, regular meeting participation, and agenda development and execution, consistent with State and County public meeting requirements and other applicable regulations.
• Tracking requests from SMC EM commitments to emergency management, law, fire, and other partners, in coordination with Department leadership, project leads, and duty officers.
• Planning and developing presentations, agendas, and reports that meet SMC EM plain language, branding, and style expectations.
• Serving as a principal point of contact for executive correspondence and problem resolution; managing executive and Department calendars, including calendaring executive-level meetings.
• Supervising the office services and business management activities of the Department, including functions such as purchasing, budgeting, payroll, and personnel transactions.
• Supporting the development of performance measures for a smaller section or department.
• Conferring and coordinating with administrative staff outside the Department, and with the cities in the county, on a variety of administrative matters.
• Preparing procedures manuals and assisting in the preparation of other departmental publications.
• Handling confidential information with discretion and integrity, including materials related to personnel, payroll, and labor relations.
• Performing related duties as assigned.

Benefits

• All County employees are designated Disaster Service Workers under California Government Code. During declared emergencies or disasters, employees may be assigned duties outside their normal scope of work to support response and recovery operations. Emergency assignments will be consistent with the employee's training and qualifications.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree