Operations Coordinator - First 5 San Mateo County (Open)

County of San Mateo•San Mateo, CA

12d•Onsite

About The Position

First 5 of San Mateo County is seeking well-qualified candidates for the position of Operations Coordinator. Under general supervision, perform varied secretarial, operational coordination, and office administrative assistance to an individual who is typically at the level of a major division manager and associated supervisory and professional staff; use discretion in determining alternatives from well-defined guides in relieving management of routine administrative details; may provide direction to office support staff on a project basis. The Operations Coordinator is distinguished from other County office support classes in that incumbents provide secretarial and office administrative services for a major division or program area within a department or agency and related supervisory and/or professional staff. General guidelines for action are normally established by the division manager and/or supervisor; however, day-to-day activities may require the use of initiative and independent judgment, particularly when prioritizing work from several staff members or when dealing with a variety of County staff and representatives of the public. This class is distinguished from the Administrative Secretary III class in that the latter receives assignments, varying in complexity, in addition to the complex secretarial duties proportionate to the scope of the supervisor's administrative responsibility. The ideal candidate will: Possess computer proficiency with desktop systems, Microsoft Office Suite (Word, Excel, and PowerPoint), and web-based applications. Plan, coordinate, and track cross-departmental projects. Analyze and interpret information linking basic programmatic concepts with basic budget and Scope of Work components. Establish and maintain effective working relationships with all staff members across the agency. Appreciate and adapt to differing work styles while maintaining equanimity. Be detail-oriented, self-motivated, and patient/consistent in seeing projects through to completion. Communicate effectively both orally and in writing. Prepare clear and accurate correspondence, procedures, and other written materials. Organize and prioritize work to meet deadlines. Have the ability to be the lead administrative point of contact for the 9-member board of First 5 Commissioners of San Mateo County (which will include attending monthly Commission meetings in-person to be the administrator and take minutes). NOTE: A resume and cover letter are required to be considered for this position. Any application submitted without BOTH of these documents will be considered incomplete and will not advance in the recruitment process.

Requirements

Two 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 a personal or online computer.
Policies and procedures related to the unit to which assigned.
Correct English usage, including spelling, grammar, punctuation, and vocabulary.
Business arithmetic, including percentages and decimals record keeping 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.
Use 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.
Some positions may require the ability to type at a rate of 50 words per minute.
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.

Nice To Haves

Computer proficiency with desktop systems, Microsoft Office Suite (Word, Excel, and PowerPoint), and web-based applications.
Plan, coordinate, and track cross-departmental projects.
Analyze and interpret information linking basic programmatic concepts with basic budget and Scope of Work components.
Establish and maintain effective working relationships with all staff members across the agency.
Appreciate and adapt to differing work styles while maintaining equanimity.
Be detail-oriented, self-motivated, and patient/consistent in seeing projects through to completion.
Communicate effectively both orally and in writing.
Prepare clear and accurate correspondence, procedures, and other written materials.
Organize and prioritize work to meet deadlines.
Ability to be the lead administrative point of contact for the 9-member board of First 5 Commissioners of San Mateo County (which will include attending monthly Commission meetings in-person to be the administrator and take minutes).

Responsibilities

Receive and screen visitors, telephone calls, and email correspondence ; provide factual information which may require the interpretation and application of policies and procedures; take messages or refer the caller to the proper person.
Research and compile a variety of informational materials from sources both inside and outside the office to which assigned.
Open and sort mail, attach pertinent back-up materials, process outgoing mail, and receive packages as required.
Type drafts and a wide variety of finished documents from stenographic notes, minutes of meetings, brief instructions, or printed materials; transcribe dictation from tapes; may use word processing equipment and input or retrieve data or prepare reports using an online or personal computer system.
Initiate specified correspondence independently for signature by appropriate supervisory or professional staff; review finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
Organize and maintain various departmental files; purge files as requested.
Follow up on projects, transmit information, and keep informed of unit activities.
Schedule and arrange for meetings; arrange for rooms, prepare agendas, and summarize meeting results as required.
Organize own work, set priorities, and meet critical deadlines.
May provide project direction to office support staff; may instruct staff in work procedures and/or review work for format, accuracy, and consistency.
Order and maintain supplies.
Perform related duties as assigned.