Executive Assistant - Confidential- Coroner's Office (Open)
Overall Job Objective
$68,265.60 - $85,300.80 Annually
San Mateo County, CA
12/13/2018 11:59 PM Pacific
- Providing services with efficiency, courtesy and respect.
San Mateo County Office of the CoronerThe San Mateo County Coroner' Office is seeking a dedicated, compassionate, and politically astute candidate to fill the role of Executive Assistant to the Coroner, an elected official. The Coroner's Office promptly investigates and determines the mode, manner and cause of death of decedents under the Coroner's jurisdiction. The Executive Assistant will provide the highest level of executive and office management support to the Coroner and will support the Office in providing services in an efficient and courteous manner, with respect to the sensitive needs of the families involved.
In addition to performing complex and highly confidential secretarial and office management duties in support of the Coroner, the incumbent will perform the following key tasks, to include but not limited to, calendaring and appointment management, scheduling and arranging meetings, making travel arrangements, reviewing finished materials and correspondence for completeness and accuracy for signature, assisting in budget development and performance tracking, maintaining fiscal/financial information and preparing and coordinating personnel and payroll functions.
The ideal candidate will:
- Have experience in providing high level executive/administrative support to an elected official or department head.
- Be knowledgeable of the Coroner's Office and its programs, policies and views.
- Demonstrate excellent written and verbal communication skills.
- Be highly organized and have the ability to perform tasks with substantial independence and discretion.
- 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 stenographic notes, 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 department head 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. Other Requirement: Specified positions may require skill in taking dictation at a rate of 80 words per minute by hand or stenographic machine and transcribing it accurately.
- 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.
- Basic budgeting principles and practices.
- 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.
- Organize work, set priorities, meet critical deadlines, and follow up on assignments with a minimum of direction.
- Type at a rate of 50 net words per minute from printed copy.
- Anyone may apply. Responses to supplemental questions are required and must be submitted in addition to the Standard San Mateo County employment application. A resume or reference to a resume will not be accepted as a substitute for your responses to these questions.
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%), which may include a written exercise. 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 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 TIMELINE:
Final Filing Date: December 13, 2018
Applicant Screening: Week of December 17, 2018
Panel Interviews: January 9 and/or January 10, 2019At 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.
Analyst: Mandy Singh (11302018) (Executive Assistant-Confidential - E468)