Administrative Secretary III-Limited Term (Open)

The County of San Mateo Health System's Public Health, Policy and Planning Division (PHPP) is seeking a well-qualified individual for the position of Administrative Secretary III-Limited Term.
 
Responsibilities include, but are not limited to:

• Creating and standardizing operating procedures and protocols for:
  • Policy and procedure updates and maintenance
  • communication standards,
  • ordering and procurement,
  • payroll and personnel standards
  • other administrative functions as needed
• Provide secretarial and administrative support for the executive leadership and other Program managers within PHPP.
• Support HIV community board commission meetings and efforts
• With peer ASIII, provides support and backup support for:
  • Narrative and statistical reports on a variety of administrative issues, and assists in the preparation, organization, and workflow charts.
  • Confidential, technical and specialized office support work, relating specifically to payroll, human resources, benefits administration and employee relations activities for multiple Health System divisions (Public Health, Policy and Planning/PHPP, Health Administration, Health IT/HIT, LEAP, Communications, and Emergency Medical Services Administration/EMS), which may require the use of independent judgment and the application of technical skills. Examples of tasks are:
    • Process time reporting forms and reports, verifying information and calculations
    • On/Off-board employees and assist management with the process
    • Confer with human resources and departmental staff regarding specified human resources and/or employee relations matters, including Civil Service Rules, MOU provisions and related policies and procedures.
    • Understands, interprets, and communicates Employee Relations policies, a variety of Memorandums of Understanding, and civil service rules and develops policies and procedures for the Division.
    • Compose communication for employees to attend HR events
    • Research and gather personnel related information from a variety of sources, organizing and maintaining files of a confidential nature, and compiling fiscal information for budgetary and planning needs.
    • Supports management with projects such as TB and N95 screening coordination, translation and recording messaging during flu season and other county-wide events, and taking on the role of Charitable Contribution Coordinator.
  • Collection and reconciliation of Public Health Laboratory (PHL) payments. The daily process includes logging and preparing the finds for deposit. Responsible for applying the payments against the invoices in the PHL Telcor software to ensure accurate billing.
  • Requests for interior design/remodeling.
  • Administrative and customer support for the Animal Control and Licensing Programs. Examples of duties are:
    • Answer customer inquiries regarding AC&L Programs
    • Process Public Record requests
    • Special short-term projects as assigned
  • Acts as back up to the Administrative Assistant II, including back up for supervision of a MOA II.
• Independently initiates correspondence, organizes and maintains files, handles logistics for meetings including reserving meeting rooms, preparing agendas, compiling handouts, and taking and transcribing the minutes, purchasing materials and supplies, and processes requests for reimbursement. Maintenance of Health Officers' monetary annual allowance.
• Provides information and resolves complaints using judgment, interpretation and application of policies and procedures.
• Provide direction to office support staff and management in reviewing work for format, accuracy and consistency.

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

• Receive and screen visitors and telephone calls; provide factual information which may require the interpretation of policies and procedures; take messages or refer callers to the proper persons.
• Research and compile a variety of informational materials from sources both inside and outside the office; summarize such information as directed.
• Open and sort mail and attach pertinent back-up materials; process outgoing mail as required.
• Type drafts and a wide variety of finished documents from notes, brief instructions, or printed materials; may use word processing equipment and input or retrieve data and prepare reports using an on-line or personal computer system.
• Initiate specified correspondence independently for signature by appropriate management, supervisory or professional staff; review finished material for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
• Organize and maintain various office files, including personnel and tickler files; purge files as required.
• Assist with the development and administration of the division budget; may prepare or maintain statistical, fiscal, payroll, or administrative processes.
• Follow up on projects, transmit information, and keep informed of division activities.
• Schedule and arrange meetings.
• Organize own work, set priorities and meet critical deadlines.
• Attend meetings involving regular contact with governmental officials, the County Board of Supervisors or Commission members, representatives of business or community members, the public and all levels of County personnel to exchange information and explain administrative policy and procedures.
• May provide lead direction to office support staff; may instruct staff in work procedures and/or review work for format, accuracy and consistency.
• Perform related duties as assigned.

If you are interested in being considered for this limited term position the following items must be submitted via e-mail: 

• Cover letter with responses to Supplemental Questions (maximum of 2 pages)
• Resume

1. Describe your experience performing complex administrative duties in providing support to executive-level management, such as scheduling and coordinating all details for meetings, composing correspondence and other written materials, and creating presentations and reports.
2. Describe your experience performing personnel functions, such as processing/on-boarding new employees and processing/off-boarding employees that are ending employment. 
3. Describe the computer software you are proficient in and indicate the types of documents you have produced.
4. Detail how you keep track of multiple tasks in a position that requires impeccable organization to meet varying deadlines. Describe how you ensure the timeliness, accuracy, and completeness of your work.
5. Provide a work-related example that best demonstrates your ability to manage projects, problem solve and work independently when you had to be creative about finding the information you needed. Describe the steps you took and the project outcome.