Job: Executive Secretary - Confidential (Departmental Promotional Only)

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Job Description

Overall Job Objective

Job Title:Executive Secretary - Confidential (Departmental Promotional Only)
Closing Date/Time:Thu. 01/25/18 11:59 PM Pacific Time
Salary:$31.24 - $39.05 Hourly
$2,499.20 - $3,124.00 Biweekly
$5,414.93 - $6,768.67 Monthly
$64,979.20 - $81,224.00 Annually
Job Type:Full-Time
Location:San Mateo County, California
The Sheriff's Office is seeking a highly motivated individual with strong administrative and interpersonal skills for the position of Executive Secretary - Confidential. This position will perform varied, complex and often confidential secretarial and office administrative work in support of the Undersheriff, and as assigned for other associated management, professional and supervisory staff.  Strong customer service, excellent oral and written communication and proofreading skills, as well as knowledge of public government and public meeting requirements are additional characteristics critical for success.

The ideal candidate will have experience in:
  • Providing high-level administrative and secretarial support to executive level management.  
  • Handling and maintaining extremely confidential materials and information.
  • Communicating with elected officials, management, community leaders and members of the public.
  • Managing multiple assignments while maintaining attention to detail.
  • Utilizing excellent computer and written communication skills.
  • Computer systems and applications, such as Microsoft Windows and the Microsoft Office suite (Microsoft Word and Excel).
  • Employing strong customer service, excellent communication and effective problem-solving skills.
  • Scheduling appointments, meetings, and room reservations.

NOTE: The eligible list generated from this recruitment may be used to fill future extra help, term, unclassified, and regular classified vacancies.
 Examples Of Duties:
Duties may include, but are not limited to, the following:
  • Attend meetings involving regular contact with governmental officials, the County Board of Supervisors or commission members, representatives of business or community organizations, the public and all levels of County personnel to exchange information and explain administrative policies and procedures.
  • Receive and screen visitors and telephone calls; provide information and resolve complaints which regularly require the use of judgment and the interpretation and application of policies and procedures.
  • Research and compile a variety of informational or statistical material from sources both inside and outside the office; summarize such information as necessary.
  • Type drafts and a wide variety of finished documents from written notes or other media sources, brief instructions, or printed materials; may use word processing equipment and input or retrieve data and prepare reports from an on-line or personal computer system.
  • Compile and process confidential materials related to labor and employee relations.
  • Initiate correspondence independently for signature by appropriate management staff; review finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
  • Organize and maintain various administrative, reference, and follow-up files; purge files as required.
  • Organize meetings by notifying participants, making room arrangements, preparing agendas and required informational materials; may attend such meetings and prepare minutes, or may represent the manager at such meetings.
  • Relieve director and managers of certain administrative matters by following up on projects, transmitting information, and keeping informed of department activities.
  • Make appointments and maintain a calendar; schedule and arrange for meetings and make travel arrangements.
  • Sort mail and obtain related backup materials.
  • Assist with the development and administration of the department's budget; may prepare or maintain statistical, fiscal or payroll information.
  • Organize own work, set priorities and meet critical deadlines; ensure that such deadlines are met by other staff.
  • May provide supervision to office support staff.
  • Perform related duties as assigned.


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 two years of secretarial experience which has included providing office and administrative support to management staff.

Knowledge of:  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; and basic budgeting principles and practices.

Skill/Ability to:  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; and organize work, set priorities, meet critical deadlines, and follow up on assignments with a minimum of direction. Some positions may require the ability to type at a rate of 50 words per minute.
Departmental Promotional Only. Only current Sheriff's Office employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, SEIU or AFSCME represented extra-help/term position 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 questions.

The examination process will consist of an application screening (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.

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.

Final Filing Date: January 25, 2018
Application Appraisal/Screening: Week of January 29, 2018
Panel Interview: February 14 and/or February 15, 2018

At the County of San Mateo, we welcome and celebrate the diversity of our employees, and strive to create a workplace where they feel valued every day.  County of San Mateo is proud to be an Equal Opportunity Employer.

HR Contact: Mandy Singh (01122018) (Executive Secretary-Confidential - E476)


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