Administrative Secretary III - Confidential - Sheriff's Office (County Promotional Only)

County of San Mateo • San Mateo, CA

2d • Onsite

About The Position

The County of San Mateo Sheriff's Office is seeking a highly motivated individual with strong administrative and interpersonal skills for the position of Administrative Secretary III - Confidential. This position is responsible for executing a wide array of intricate secretarial and office administrative tasks to provide comprehensive support to the Executive Team and the Professional Standards Bureau, along with other associated management staff as required. Success in this pivotal role is contingent upon the demonstration of exceptional customer service, both internally with fellow employees and externally with the public. Additionally, the incumbent must possess excellent oral and written communication skills, a keen eye for detail in proofreading, and the ability to seamlessly juggle multiple tasks simultaneously. These essential qualities not only ensure the smooth operation of daily activities but also play a crucial role in supporting the assigned executives, enabling them to focus on higher-level strategic tasks. The San Mateo County Sheriff's Office is committed to protecting our communities through professional policing and service, building trust through engagement, and ensuring people feel safe and heard. Guided by our pillars of Public Trust and Community Engagement, Organizational Excellence and Commitment to Justice, we strive to deliver exceptional service while investing in our employees and fostering a culture of professionalism, accountability, innovation, and growth. We are committed to developing future leaders, embracing continuous improvement, and providing meaningful opportunities for employees to build rewarding careers in public service. Rewarding aspects of the job: Your work will have a direct impact on all those the Sheriff’s Office serves, both inside and outside the organization. Additionally, your contributions will ensure the executive team has the daily support they need to direct the vital work we do for all those we serve. In this role, you will have the opportunity to foster positive relationships and make a meaningful impact working with various stakeholders such as elected officials, community leaders, Sheriff's Office employees, and the public. Challenging aspects of the job: This position operates in a fast-paced executive environment requiring exceptional judgment, adaptability, and discretion. Success requires the ability to manage competing priorities, anticipate needs, coordinate projects simultaneously, and maintain accuracy while working under tight deadlines. Strong organizational skills, attention to detail, initiative, and the ability to effectively navigate changing priorities are essential.

Requirements

• The ideal candidate will possess two years of experience in an executive-level administrative support position with demonstrated success supporting executive leadership, as well as knowledge, skills and abilities in the following areas:
• Providing administrative support to executives, including managing their calendars, scheduling meetings, arranging travel, processing reimbursements, and handling correspondence.
• Acting as a liaison between the executive and internal or external parties, including the public, employees, and other stakeholders. This may involve answering phone calls, responding to emails, and drafting correspondence on behalf of the assigned executives.
• Managing and organizing documents, files, and records related to the executive's work, including reports, presentations, and other materials.
• Demonstrated success supporting executive leadership through sound judgment, initiative, discretion, and the ability to anticipate needs and manage competing priorities.
• Planning and coordinating meetings, including preparing agendas, taking minutes, coordinating refreshments, and ensuring that all necessary materials are available.
• Conducting research and gathering information on various topics as requested by the executives to support decision-making and planning processes.
• Assisting with special projects or initiatives as needed, which may involve coordinating teams, tracking progress, and ensuring deadlines are met.
• Maintaining confidentiality and discretion regarding sensitive information and discussions.
• Handling routine administrative issues and solving problems independently, while knowing when to escalate more complex issues to the assigned executives or other appropriate parties.
• Being proficient in various office software and tools, such as the Microsoft Office suite, email systems, and industry-related software.
• Possessing strong interpersonal skills to interact effectively with colleagues, clients, and other stakeholders and representing the assigned executives in a professional manner.
• 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 word processor and personal or online 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.
• Provide varied secretarial and office administrative assistance to management, supervisory, and professional staff.
• Organize work, set priorities, meet critical deadlines, and follow up on 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 online computer, and multi-line telephone equipment.
• Direct and train others in work procedures.
• County Promotional. Only current County of San Mateo or County of San Mateo Superior Court of California employees 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.

Responsibilities

• Providing high-level administrative and operational support to executive leadership while managing sensitive and confidential matters with professionalism and discretion.
• Acting as a liaison between our office and other elected officials, community leaders, Sheriff’s Office employees, and the public, demonstrating exceptional communication skills.
• Managing multiple assignments simultaneously, maintaining meticulous attention to detail and prioritizing tasks effectively.
• Utilizing advanced proficiency in the Microsoft Office suite, including Word, Excel, and PowerPoint, to create polished documents and presentations.
• Demonstrating strong customer service and independent problem-solving skills, ensuring the smooth coordination of appointments, meetings, and events.
• Ordering and maintaining office supplies.
• Performing related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed