Job: Administrative Assistant II (Departmental Promotional Only)

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Job Description

Overall Job Objective

Job Title:Administrative Assistant II (Departmental Promotional Only)
Closing Date/Time:Thu. 10/19/17 11:59 PM Pacific Time
Salary:$32.97 - $41.21 Hourly
$2,637.60 - $3,296.80 Biweekly
$5,714.80 - $7,143.07 Monthly
$68,577.60 - $85,716.80 Annually
Job Type:Full-Time
Location:San Mateo County, California
 
The San Mateo County Sheriff's Office is seeking to establish an eligible list of candidates for the Administrative Assistant II position with qualified candidates within the Department.

The incumbent(s) will support the day to day operations of the Narcotics Task Force (NTF) and/or the Vehicle Theft Task Force (VTTF) by providing administrative, training, documentation/reporting, financial, and grant support. 

NOTE:  The list created from this recruitment may be used to fill future vacancies, including classified, unclassified, full-time, part-time, temporary and extra help assignments.
 Examples Of Duties:
  • Coordinate a variety of administrative matters including, but not limited to enforcement of office regulations and internal processes; serve as liaison between various divisions within the Sheriff's Office and other County Departments/Divisions to include the District Attorney's Office, Public Works, Human Resources, and Procurement; serve as administrator of security access; and regularly review internal processes to improve efficiency.
  • Assist with developing, processing, and monitoring contracts between the NTF, VTTF and other agencies.
  • Prepare and deliver presentations and training to management and staff on new systems and/or projects; assist with the orientation and transition of new and outgoing personnel; direct and supervise interns.
  • Prepare and maintain operational manuals and written procedures; prepare and submit monthly statistical reports; maintain the records management system for Investigative Files, Confidential Informant Files, Operations Plans, Destruction Orders, and Drug Seizure Reports.
  • Provide administrative oversight for complex State and Federal grants, including preparation of related narrative and statistical reports.
  • Process purchase requests, invoices, and deposits; handle vendor inquiries; prepare journal entries; assist with budget monitoring; works with external auditors after the closing of the fiscal year in preparation of the Annual Financial Report for the NTF including preparation of backup and supporting documentation; and assists with budget preparation, cost analysis, and expenditure control.
  • Serve on various specialized committees and assists with special projects.
  • Perform related duties as assigned. 

 Qualifications:

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 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.
  • Budgeting principles and practices.
  • Modern office methods and procedures associated with information technology.
  • Principles and practices of sub?professional accounting, bookkeeping and fiscal procedures.

Skill/Ability to:
  • Analyze organizational structures and recommend procedural changes and prepare and present reports in narrative and graphic form.
  • Establish and maintain accounts and budgetary controls.
  • Learn quickly the laws and rules governing the operations of the department to which assigned.
  • Interpret and explain laws and rules to subordinates, other County departmental staff and to the general public.
  • Plan, organize and supervise the work of clerical personnel effectively.

 Application/Examination:
Departmental Promotional Only. Only current San Mateo County employees in the Sheriff's Office 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 may apply.

Responses to the supplemental questions must be submitted in addition to our regular employment application form. A resume or reference to a resume will not be accepted as a substitute for the required employment application and supplemental questionnaire.

The examination process will consist of an application screening (weight: pass/fail) based on the candidates' application and responses to the supplemental questions. Candidates who pass the application screening will be invited to a panel interview (weight: 100%). Depending on the number of applicants, an application appraisal of education and experience may be used in place of other examinations. All applicants who meet 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 http://jobs.smcgov.org/ to apply. Online applications must be received by the Human Resources Department before midnight on the final filing date.

TENTATIVE RECRUITMENT SCHEDULE
Final Filing Date: October 19, 2017
Application Screening: Week of October 23, 2017
Panel Interviews: Week of November 13, 2017

 
The County of San Mateo does not require job applicants to disclose conviction history information until after the applicant successfully completes all examination phases for the recruitment. All passing applicants will receive instructions by email only from Human Resources staff to complete and submit a conviction history questionnaire online within a specified deadline of two business days. Failure to do so within the time frame will disqualify you from the rest of the process. Please visit http://hr.smcgov.org/conviction-information-applicants-faqs to find out more information about the conviction history questionnaire so that you can prepare accordingly.
 
Note: Positions in criminal justice agencies currently required by law to pass background checks are exempted from this bill, and applicants may be required to submit conviction information at the time of application.

County of San Mateo is an Equal Opportunity Employer
 
Analyst: Mandy Singh (10062017) (Administrative Assistant II - E089)

 

 
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