Administrative Assistant I - Extra Help



Job Details

Administrative Assistant I - Extra Help
Employer

County of San Mateo

Salary

$62,171.20 - $77,729.60 Annually

Location

San Mateo County, CA

Job Type

Extra Help

Job Number

POSTING ONLY

Department

San Mateo Medical Center

Opening Date

05/03/2018

Closing Date

Continuous

Description

The San Mateo Medical Center is seeking a highly motivated and experienced Administrative Assistant to join our team!   

Primary duties include, but are not limited to, the following:

  • Conduct analytical studies of organizational, budgetary, and administrative problems in a County department.
  • Represent the department before various agencies and groups.
  • Serve as office manager in charge of general office.
  • Confer with others on a variety of administrative matters and is responsible for the proper and efficient functioning of the office and enforcement of rules and regulations thereof.
  • Perform such responsible work as approving, checking, auditing, and verifying various records and reports.
  • Make recommendations for improvement in office procedures.
  • Assure cordial and efficient relations of office services staff with the public.
  • Perform related duties as assigned.
 
This is a Full-Time, Extra Help position. The work address is: 801 Gateway Blvd, South San Francisco, CA 94080.

NOTE: This is an extra-help, at-will assignment, paid on an hourly basis. Some extra help positions are eligible for benefits under the Affordable Care Act. Extra help employees are not guaranteed permanent status at the end of the assignment. 

Examples Of Duties

Duties may include, but are not limited to, the following:

  • Conduct analytical studies of organizational, budgetary, and/or administrative problems in a County department.
  • Collect data and make analysis of work programs and cost estimates in connection with the departmental budget.
  • Assist in the preparation of the annual budget by reviewing and analyzing budget requests from division heads for conformity with the overall departmental program.
  • Assist in the development and installation of management improvements and practices through research and analysis.
  • Assist in the preparation and maintenance of the County's five-year financial forecast and associated economic research reports.
  • Prepare or assist in the preparation of operating manuals and organization and workflow charts.
  • Prepare or assist in the preparation of narrative and statistical reports on a variety of administrative and management problems in an operating department or administrative sub-division thereof.
  • Represent the department before various agencies and groups.
  • Serve as office manager in charge of general office and business management services including the maintenance of auditing, accounting, and budget controls on a level not requiring the qualifications of a professional accountant.
  • Confer with others on a variety of administrative matters and is responsible for the proper and efficient functioning of the office and enforcement of rules and regulations thereof.
  • Perform such responsible work as approving, checking, auditing, and verifying various records and reports.
  • Make recommendations for improvement in office procedures.
  • Assure cordial and efficient relations of office services staff with the public.
  • Draft memos and resolutions to be presented to the Board of Supervisors.
  • Attend agenda review meetings to address questions regarding board agenda items from the County Manager.
  • Coordinate the contract development process with program managers including drafting contract material from a scope of work, secure appropriate signatures, and maintain comprehensive contract files.
  • Ensure contract compliance with County contract and procurement requirements and maintain knowledge of all rules and regulations.
  • Create and issue purchase orders for goods.
  • Process vendor invoices.
  • Perform related duties as assigned.

Qualifications

Knowledge of:

  • Working knowledge of sub-professional accounting, bookkeeping and fiscal procedures.
  • Modern office methods and equipment.

Skill/Ability to:
  • Learn quickly the laws governing the operations of the department.
  • Interpret laws.
  • Good judgment.
  • Get along well with others.
  • Plan, organize, and supervise the work of subordinates effectively.
  • Work well without close supervision.   

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 a degree in Public Administration, Accounting, Business Administration or a related field, OR four years of responsible administrative or supervisory clerical experience.

Application/Examination

If you are interested in being considered for this limited-term position, the following materials must be electronically submitted in a Word or PDF format.

  • Cover letter
  • Resumé
Please include the words "Administrative Assistant I Confidential – Extra Help" in the subject line of email submission.  Please submit the required materials electronically via email to:
 
Kathryn Calafato, Hospital And Clinics Controller, kcalafato@smcgov.org

Application materials will be reviewed as they are received and well-qualified candidates will be contacted for an interview.

Apply immediately. Resumés will be accepted until the closing date of the job announcement.
 
At the County of San Mateo, we take pride in the way our employees bring together their diverse backgrounds, experiences, and perspectives to serve our community's needs.  

The County of San Mateo is an Equal Employment Opportunity Employer.

Analyst: Wendy Young (050318) (Administrative Assistant I - E029)

Please visit http://hr.smcgov.org/sites/hr.smcgov.org/files/SEIU.pdf for a complete listing of all benefits for this classification.
 
Benefits are offered to eligible employees of the County of San Mateo. All benefits are subject to change.

NOTE: Employees hired on or after January 1, 2013 may be subject to new Pension Reform retirement laws.
 
As an additional benefit, the County offers extensive training and development programs designed to improve skills and enhance career opportunities. Most programs are offered on County time at no cost to you.
 
County employees are also covered by the federal Social Security system and earn benefits for retirement based on salary and time worked.

01
IMPORTANT NOTE: Applicants for this position are required to submit responses to the supplemental questions below. Your responses will provide detailed information about your background and experience related to this position. This information will weigh heavily in the application screening by the subject matter experts and will also be used in the selection process. Answer the questions completely, paying attention to the multi-parts of the questions. While being thorough and detailed, also be concise. Your strategic use of language as well as neatness, clarity of expression, attention to detail, proper use of grammar, and the ability to follow instructions will be considered in the evaluation process. A resume will not be accepted as a substitute for your responses. I have read and understand these instructions.
  • Yes
  • No
02
Describe your experience in preparing, processing, and monitoring BOTH the following: a.) contracts and service agreements; b.) purchase orders and invoices. Please be detailed and complete in your response.
03
Describe your experience in working with a department budget. Explain your role and level of responsibility, and the strategies you used as related to budget maintenance and expense projections. Please be detailed and complete in your response.
04
Describe what you see as the key competencies needed for this position, and how your experience has prepared you for the Administrative Assistant I position.
05
Describe your experience in drafting, editing, and presenting professional documents to high level management or governing boards. Please be detailed and complete in your response.
06
Describe a major, complex business office project you manage. Explain your role, the objective of the project, the challenges and problems you faced, your solutions, and your personal contributions to it. Please be detailed and complete in your response.

* Required Question

Employer
County of San Mateo
Address
455 County Center

Redwood City, California, 94063-1663
Phone
(650) 363-4343
(650) 363-4343
Website
http://jobs.smcgov.org/current-employment-opportunities