Job: Environmental Health Administrative Assistant II (Departmental Promotional Only)

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Job Description

Overall Job Objective

Job Title:Environmental Health Administrative Assistant II (Departmental Promotional Only)
Closing Date/Time:Wed. 02/14/18 11:59 PM Pacific Time
Salary:$33.96 - $42.45 Hourly
$2,716.80 - $3,396.00 Biweekly
$5,886.40 - $7,358.00 Monthly
Job Type:Full-Time
Location:San Mateo County, California
 
The County of San Mateo Health System is seeking an Environmental Health Administrative Assistant II, to assist management personnel in such activities as budgeting, purchasing, analysis of office methods and procedures, personnel transactions and supervision of clerical staff; and perform related duties as assigned.

The current vacancy is in the Environmental Health Services (EHS) Division located in San Mateo.
 
Primary duties will include, but are not limited to:   
  • Oversee and administer department operations for billing and penalization processes utilizing Envision Connect (EC); coordinate with outside vendors for permits, inserts, invoices and necessary customization of documents relevant to EHS Programs, utilizing online portal.  Monthly reconciliation utilizing EC reports to balance expense and revenue accounts for the Department. 
  • Supervise, implement and develop fiscal workflows utilizing Envision Connect to support and standardize Environmental Health Programs.  
  • Manage updates and revisions to fees for regulated EHS Programs utilizing Conwiz in Envision Connect.
  • Create/update billing accounts based on field inspections needs which may include special billings such as re-inspections, enforcement cases, program specific fiscal year budget billing utilizing Envision Connect.  Program specific fee reversals and adjustment in Envision Connect to include accounts sent to Revenue Services.
  • Reconcile and upload approved incoming data from the California Electronic Reporting System (CERS) to current accounts stored in Envision Connect for the Certified Unified Protection Agency (CUPA) Programs. 
  • Plan, assign and supervise the work of a clerical staff. 
  • Assist higher-level administrative staff in analyzing budget needs and assisting in the preparation of budget requests. 
  • Confer and coordinate with other administrative staff within the department and with staff in County administrative agencies on a variety of administrative matters.
  • Ensure the proper and efficient function of the office of assignment and the enforcement of office and agency rules and regulations. 
  • Prepare procedures manuals and assist in preparation of other departmental publications. 
The ideal candidate will have experience in, or knowledge of, the following: 
  • Administration of department operations in an environmental health setting.
  • Principles and practices of environmental health services.
  • Development and supervision of fiscal workflows.
  • Billing processes, accounts and reconciliation.
  • Managing and revising fees for environmental health services programs.  
  • Supervision of clerical staff.
  • Government agencies, community organizations and business establishments as they relate to environmental health and hazardous materials management.
  • Laws, regulations and ordinances governing environmental health and hazardous materials management in California.
  • Computer usage; proficiency in Envision Connect preferred.
  • Establishing and maintaining effective working relationships with those encountered on the job.
  • Excellent verbal and written communication skills.
NOTE: The eligible list generated from this recruitment may be used to fill future extra-help, term, unclassified, and regular classified vacancies.
 Qualifications:

County Status:  An applicant must have been a San Mateo County employee in the Health System 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.

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 Health System 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 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 or further evaluation of work experience may be conducted to group applicants by level of qualification. 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. 

IMPORTANTApplications 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:  February 14, 2018, 11:59 PM
Application Screening:  February 21, 2018
Combined Civil Service and Department Interviews:  March 5 and/or 6, 2018

 
County of San Mateo is an Equal Opportunity Employer

HR Contact: Yvonne Alvidrez (020118) (Administrative Assistant II - E089)

 

 
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