Job: Administrative Assistant I (Open and Promotional)

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Job Description

Overall Job Objective

Job Title:Administrative Assistant I (Open and Promotional)
Closing Date/Time:Mon. 03/26/18 11:59 PM Pacific Time
Salary:$29.89 - $37.37 Hourly
$2,391.20 - $2,989.60 Biweekly
$5,180.93 - $6,477.47 Monthly
$62,171.20 - $77,729.60 Annually
Job Type:Full-Time
Location:San Mateo County, California
NOTE: This recruitment schedule was amended on March 20th, 2018 to extend the closing date. Final Closing Date will be March 26th, 2018.

The County of San Mateo seeks well-qualified candidates for the position of Administrative Assistant I.  There is currently one permanent vacant position in the Treasurer-Tax Collector's Office.

The person hired for this position will act as point of contact and primary administrative support for the Assistant Tax Collector, and will assist management in such activities as procurement of goods and services, accounts payable, budget review, contract maintenance, ,drafting of legal/technical and other documents, personnel transactions, and will provide general customer service and perform other duties as required. 

The Treasurer - Tax Collector's department is currently working to implement a new property tax system.  Work on this project is expected to continue at least through 7/1/19.  The person in this position will be expected to work closely with the project team, including department personnel and vendors, as well as process partners and other departments, to help ensure a successful implementation. This may involve participation in regular project meetings and performing complex administrative functions related to the project, as well as participation in testing functionality and providing feedback on process improvement initiatives. 

The ideal candidate for this position will:
  • Have experience in processing government contracts and purchase orders.
  • Have experience with ongoing contract maintenance.
  • Be proficient and knowledgeable in various procurement processes related to purchase orders and contracts.
  • Have experience working with technical teams through the procurement life-cycle; this should include getting requirements from technical analysts, reaching out to vendors for quotes, writing Request for Proposals (RFPs) and contract language, and completing purchase orders.
  • Have accounts payable experience.
  • Be proactive in reaching out to customers and vendors for information, in order to meet goals and deadlines for contracts or for expediting purchase orders.
  • Have excellent professional writing skills.
  • Have experience drafting and editing complex legal or technical documents.
  • Have previous working experience in a large, complex office, preferably in the public sector.
  • Have experience participating on or working with cross-departmental teams.
  • Have experience providing support to upper management and leadership.
  • Takes initiative and works independently to complete projects.
  • Work comfortably in a team environment; contributing ideas and collaborating to find solutions to issues that arise.
  • Be proficient in Office 365 and the Microsoft suite of services.
  • Have experience working in OFAS, the County's financial system.
  • Possess excellent customer service and communication skills.

 Examples Of Duties:
Duties may include, but are not limited to, the following:
  • Conduct analytical studies of organizational, budgetary, and/or administrative problems in a County department.
  • Collect data and make analysis of work programs and cost estimates in connection with the departmental budget.
  • Assist in the preparation of the annual budget by reviewing and analyzing budget requests from division heads for conformity with the overall departmental program.
  • Assist in the development and installation of management improvements and practices through research and analysis.
  • Assist in the preparation and maintenance of the County's five-year financial forecast and associated economic research reports.
  • Prepare or assist in the preparation of operating manuals and organization and workflow charts.
  • Prepare or assist in the preparation of narrative and statistical reports on a variety of administrative and management problems in an operating department or administrative sub-division thereof.
  • Represent the department before various agencies and groups.
  • Serve as office manager in charge of general office and business management services including the maintenance of auditing, accounting, and budget controls on a level not requiring the qualifications of a professional accountant.
  • Confer with others on a variety of administrative matters and is responsible for the proper and efficient functioning of the office and enforcement of rules and regulations thereof.
  • Perform such responsible work as approving, checking, auditing, and verifying various records and reports.
  • Make recommendations for improvement in office procedures.
  • Assure cordial and efficient relations of office services staff with the public.
  • Draft memos and resolutions to be presented to the Board of Supervisors.
  • Attend agenda review meetings to address questions regarding board agenda items from the County Manager.
  • Coordinate the contract development process with program managers including drafting contract material from a scope of work, secure appropriate signatures, and maintain comprehensive contract files.
  • Ensure contract compliance with County contract and procurement requirements and maintain knowledge of all rules and regulations.
  • Create and issue purchase orders for goods.
  • Process vendor invoices.
  • Perform related duties as assigned.


Knowledge of:
  • Working knowledge of sub-professional accounting, bookkeeping and fiscal procedures.
  • Microsoft Excel, Enterprise Resource Planning (ERP) systems for procurement and accounting functions.
  • Basic level of experience or knowledge of the development of contracts, negotiating terms, and the contract approval process.
  • High level of proficient writing and editing skills

Skill/Ability to:
  • Learn quickly the laws governing the operations of the department.
  • Interpret laws.
  • Good judgment.
  • Get along well with others.
  • Work well without close supervision.
Education and Experience:
Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:
  • Graduation from an accredited college or university, with a degree in Public Administration, Accounting, Business Administration or a related field, OR four years of responsible administrative or supervisory clerical experience

Anyone may apply. Current San Mateo County employees and San Mateo County Superior Court employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, SEIU or AFSCME represented extra-help/term position prior to the final filing date, will receive five points added to their final passing score on this examination.

The examination process will consist of two parts: an application screening and a panel interview. The application screening is weighted as pass/fail and is based on the candidates' application and responses to the supplemental questions. Candidates who pass the application screening will be invited to a panel interview, weighted at 100%. Depending on the number of applicants, an application appraisal of education and experience may be used in place of other examinations, or further evaluation of work experience may be conducted to group applicants by level of qualification. Because of this screening process, applicants meeting the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in San Mateo County, California, and applicants must participate at their own expense.

IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the "Apply Online" button above or below. If you are not on the County's website, please go to to apply.

Deadline for Applications: March 26 at 11:59 pm
Application Screening (Tentative): Week of March 26
Panel Interview (Tentative):  April 18, 2018

Please Note: The eligible list created from this recruitment will be used to fill the current vacancies and could be used to fill future full-time, part-time, limited-term, and extra-help positions.

The County of San Mateo is a diverse, inclusive workplace, where employees are valued and respected for their different perspectives, experiences, backgrounds and contributions. We are proud to be an Equal Employment Opportunity Employer.
Analyst: Lucy Fung (030718) (Administrative Assistant I - E029)

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