Executive Secretary - Confidential - Aging and Disability Services (Open & Promotional)

County of San Mateo • San Mateo, CA

2d

About The Position

San Mateo County Health - Aging and Disability Services is seeking a motivated individual for the position of Executive Secretary - Confidential. The executive secretary will perform varied, complex, and often confidential administrative tasks in support of the Director of Aging and Disability Services and interfacing with and supporting associated management, supervisory and professional staff. The position involves extensive contact with all levels of the organization, the public, community partners, and officials at the local, state, and federal levels. The ideal candidate will demonstrate experience in providing high-level administrative and secretarial support to executive level management, handling and maintaining confidential materials and information, managing multiple priorities while maintaining accuracy and attention to detail, working independently while recognizing when to seek input or consultation, screening and triaging calls and emails, and referring matters to the appropriate executive, division, or department staff. Proficiency with computer systems and applications, including Microsoft Windows, the Microsoft Office Suite, Zoom, Canva, and AI tools, is also expected, along with strong customer service skills, adaptability to changes, and effective problem-solving abilities.

Requirements

• Office administrative and secretarial practices and procedures, such as business letter writing and the operation of common office equipment, including a word processor and personal or on-line computer.
• Basic organization and function of public agencies, including the role of an elected Board of Supervisors and appointed boards and commissions.
• Record keeping, report preparation, filing methods and records management techniques.
• Correct English usage, including spelling, grammar, punctuation, and vocabulary.
• Standard business arithmetic, including percentages and decimals.
• Basic supervisory principles and practices.
• Basic budgeting principles and practices.
• Provide varied, responsible, and often confidential secretarial and office administrative assistance to high-level management and other associated supervisory and professional staff.
• 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.
• Establish and maintain effective working relationships.
• Organize work, set priorities, meet critical deadlines, and follow up on assignments with a minimum of direction.
• Two years of secretarial experience, which has included providing office and administrative support to management staff.

Nice To Haves

• Proficiency with computer systems and applications, including Microsoft Windows, the Microsoft Office Suite, Zoom, Canva, and AI tools.
• Skill in taking dictation at a rate of 80 words per minute by hand and transcribing it accurately.
• Ability to type at a rate of 50 words per minute.

Responsibilities

• Organizing and supporting meetings by notifying participants, arranging rooms, preparing agendas and materials, attending as needed to take minutes, or representing the manager.
• Participating in meetings with government officials, Board of Supervisors or commission members, business and community representatives, the public, and County staff at all levels to exchange information and explain administrative policies and procedures.
• Providing information and resolving complaints requiring judgment and the interpretation and application of policies and procedures.
• Researching, compiling, and summarizing informational or statistical material from internal and external sources.
• Drafting, proofreading, and editing a wide variety of documents and correspondence; preparing materials for management signature and reviewing for accuracy, completeness, format, compliance, and proper usage.
• Compiling and processing confidential materials related to labor and employee relations.
• Organizing and maintaining administrative, reference, and follow-up files; ensuring completion of administrative tasks by tracking projects, transmitting information, and staying informed of departmental activities.
• Managing calendars, scheduling appointments and meetings, making travel arrangements, and processing incoming mail with related backup materials.
• Prioritizing and organizing work to meet critical deadlines and ensuring deadlines are met by other staff.
• Supervising payroll and administrative support staff.
• Performing related duties as assigned.

Benefits

• Five points added to their final passing score on this examination for 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.

What This Job Offers

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