The San Mateo County Sheriff's Office invites all qualified employees within the Office to take the next step in
advancing their career as an Administrative Assistant II ... Under the guidance of a Sheriff’s Captain, the selected candidate will support the day-to-day operations of their assigned Patrol Bureau by providing supervision to Community Services Officers, performing administrative duties, training, documentation/reporting, and financial/fiscal, and grant support.
There are currently two Administrative Assistant II vacancies in the Sheriff’s Office: one in the Headquarters Patrol Bureau and one in the Coastside Patrol Bureau.
The ideal candidate for the open vacancies will possess the following characteristics:
• Proven track record of working independently, prioritizing tasks, and demonstrating resilience and resourcefulness in problem-solving.
• Three or more years of comprehensive office support experience in a legal or court setting.
• Ability to prepare and create statistical reports and presentations, with proficiency in Microsoft Word, Excel, PowerPoint, and other related platforms and programs.
• Strong critical thinking skills, enabling systematic analysis, evaluation of arguments, and well-informed decision-making.
• Ability to deliver excellent customer service and demonstrate strong interpersonal skills is crucial, as this person will essentially represent the office.
• While prior supervisory experience is preferred, it's not mandatory; candidates with such experience exhibit effective leadership, including mentoring and conflict resolution skills, contributing to team success.
The Administrative Assistant will be responsible for:
• Coordinating a variety of administrative matters, including but not limited to the enforcement of office regulations and internal processes; serving as a liaison between various divisions within the Sheriff's Office; and regularly reviewing internal processes to improve efficiency.
• Assisting with the development, processing, and monitoring of contracts between the Sheriff’s Office and service providers.
• Preparing and delivering presentations and training to management and staff on new systems and/or projects; assisting with the orientation and transition of new and outgoing personnel.
• Processing purchase requests, invoices, and deposits; handling vendor inquiries; preparing journal entries; and assisting with budget monitoring.
• Performing related duties as assigned.
County Status: Only current County of San Mateo employees in the San Mateo County Sheriff’s Office with at least six months (1040 hours) of continuous service in a classified regular, probationary, Confidential and Management extra-help/limited term, and SEIU or AFSCME represented extra help/limited term positions prior to the final filing date may apply.
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 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 the general public.
Department Promotional Only. Only current County of San Mateo employees in the Sheriff’s Office with at least six months (1040 hours) of continuous service in a classified regular, probationary, Confidential and Management extra-help/limited term, and SEIU or AFSCME represented extra help/limited term positions 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 on the "Apply" button. If you are not on the County's website, please go to https://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: Tuesday, March 19, 2024, by 11:59PM PST
Application Screening: March 20-21, 2024
Panel Interviews: Week of April 1, 2024
About the County
San Mateo County is centrally located between San Francisco, San Jose, and the East Bay. With over 750,000 residents, San Mateo is one of the largest and most diverse counties in California and serves a multitude of culturally, ethnically and linguistically diverse communities.
The County of San Mateo is committed to advancing equity in order to ensure that all employees are welcomed in a safe and inclusive environment. The County seeks to hire, support, and retain employees who reflect our diverse community. We encourage applicants with diverse backgrounds and lived experiences to apply. Eighty percent of employees surveyed stated that they would recommend the County as a great place to work.
County of San Mateo is an equal opportunity employer committed to fostering diversity, equity and inclusion at all levels.
Analyst: Ximena Burns (02082024) (Administrative Assistant II - E091
