County of San Mateo, CA
County of San Mateo, CA is hiring: Executive Secretary - Confidential (Departmen
County of San Mateo, CA, San Mateo, CA, United States, 94409
Salary : $83,865.60 - $104,832.00 Annually
Location : County of San Mateo, CA
Job Type: Full-Time
Job Number: E476AO
Department: Sheriff's Office
Opening Date: 12/10/2024
Closing Date: 12/24/2024 11:59 PM Pacific
Bargaining Unit: 70B
Description
The Sheriff's Office is seeking a highly motivated individual with strong administrative and interpersonal skills from within the Office 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:
Qualifications
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, 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 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.
Application/Examination
Departmental Promotional Only. 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, extra-help/limited term positions prior to the final filing date may apply.
Responses to the supplemental questions on the online application must be provided. 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, that may include a written exercise (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" button. If you are not on the County's website, please go to https://jobs.smcgov.org to apply.
TENTATIVE RECRUITMENT SCHEDULE
Final Filing Date: Tuesday, December 24, 2024, by 11:59PM PST
Application Appraisal/Screening: Week of December 30, 2024Panel Interview: Week of January 6, 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.
HR Contact: Ximena Burns (12092024) (Executive Secretary-Confidential - E476)
Please visit 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
This is a Departmental Promotional Only recruitment. 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, extra-help/limited term positions prior to the final filing date may apply. Do you meet this requirement? (A "No" answer will disqualify you from this recruitment.)
02
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.
03
Provide a specific example of a time when you demonstrated the key qualities and skills you believe are essential for being a successful Executive Secretary. How did your actions contribute to the success of your role, and how do these experiences qualify you for this position?
04
Describe your experience in a position requiring a high degree of confidentiality. Be specific in describing why discretion and confidentiality were required in the particular work assignment.
05
Describe your experience using Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, etc.) or any other relevant software. Please provide specific examples of how you have utilized these tools in your previous roles, including the types of documents or presentations you created and their purpose
06
Microsoft Excel - Considering your previous work experience, education and training, how would you rate your level of proficiency with Microsoft Excel? (Please note that your response may be subject to verification, and you may be tested on this application.)
07
Microsoft Word - Considering your previous work experience, education and training, how would you rate your level of proficiency with Microsoft Word? (Please note that your response may be subject to verification, and you may be tested on this application.)
08
Microsoft PowerPoint - Considering your previous work experience, education and training, how would you rate your level of proficiency with Microsoft PowerPoint? (Please note that your response may be subject to verification, and you may be tested on this application.)
09
Microsoft Outlook - Considering your previous work experience, education and training, how would you rate your level of proficiency with Microsoft Outlook? (Please note that your response may be subject to verification, and you may be tested on this application.)
Required Question
Location : County of San Mateo, CA
Job Type: Full-Time
Job Number: E476AO
Department: Sheriff's Office
Opening Date: 12/10/2024
Closing Date: 12/24/2024 11:59 PM Pacific
Bargaining Unit: 70B
Description
The Sheriff's Office is seeking a highly motivated individual with strong administrative and interpersonal skills from within the Office 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 PowerPoint, Outlook, Word, and Excel).
- Employing strong customer service, excellent communication and effective problem-solving skills.
- Scheduling appointments, meetings, and room reservations.
- Attending 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.
- Receiving and screening visitors and telephone calls; providing information and resolving complaints, which regularly require the use of judgment and the interpretation and application of policies and procedures.
- Researching and compiling a variety of informational or statistical materials from sources both inside and outside the office; summarizing such information as necessary.
- Typing drafts and a wide variety of finished documents from written notes, other media sources, brief instructions, or printed materials; using word processing equipment to input or retrieve data and prepare reports from an online or personal computer system.
- Compiling and processing confidential materials related to labor and employee relations.
- Independently initiating correspondence for signature by appropriate management staff; reviewing finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
- Organizing and maintaining various administrative, reference, and follow-up files; purging files as required.
- Organizing meetings by notifying participants, making room arrangements, preparing agendas, and providing required informational materials; attending such meetings to prepare minutes or represent the manager.
- Relieving directors and managers of certain administrative matters by following up on projects, transmitting information, and staying informed about department activities.
- Making appointments and maintaining a calendar; scheduling and arranging for meetings and making travel arrangements.
- Sorting mail and obtaining related backup materials.
- Assisting with the development and administration of the department's budget; preparing or maintaining statistical, fiscal, or payroll information as needed.
- Organizing own work, setting priorities, and meeting critical deadlines; ensuring that such deadlines are met by other staff.
- Supervising office support staff, as needed.
- Perform related duties as assigned.
Qualifications
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, 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 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.
Application/Examination
Departmental Promotional Only. 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, extra-help/limited term positions prior to the final filing date may apply.
Responses to the supplemental questions on the online application must be provided. 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, that may include a written exercise (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" button. If you are not on the County's website, please go to https://jobs.smcgov.org to apply.
TENTATIVE RECRUITMENT SCHEDULE
Final Filing Date: Tuesday, December 24, 2024, by 11:59PM PST
Application Appraisal/Screening: Week of December 30, 2024Panel Interview: Week of January 6, 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.
HR Contact: Ximena Burns (12092024) (Executive Secretary-Confidential - E476)
Please visit 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
This is a Departmental Promotional Only recruitment. 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, extra-help/limited term positions prior to the final filing date may apply. Do you meet this requirement? (A "No" answer will disqualify you from this recruitment.)
- Yes
- No
02
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 the instructions above.
03
Provide a specific example of a time when you demonstrated the key qualities and skills you believe are essential for being a successful Executive Secretary. How did your actions contribute to the success of your role, and how do these experiences qualify you for this position?
04
Describe your experience in a position requiring a high degree of confidentiality. Be specific in describing why discretion and confidentiality were required in the particular work assignment.
05
Describe your experience using Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, etc.) or any other relevant software. Please provide specific examples of how you have utilized these tools in your previous roles, including the types of documents or presentations you created and their purpose
06
Microsoft Excel - Considering your previous work experience, education and training, how would you rate your level of proficiency with Microsoft Excel? (Please note that your response may be subject to verification, and you may be tested on this application.)
- Expert - highly proficient in using this program and have provided training or guidance to others who use this program.
- Advanced - proficient in using this program and no additional training needed.
- Intermediate - experienced in using this program and may need additional training.
- Beginner - basic experience but will need additional training or guidance.
- No experience, but willing to learn.
07
Microsoft Word - Considering your previous work experience, education and training, how would you rate your level of proficiency with Microsoft Word? (Please note that your response may be subject to verification, and you may be tested on this application.)
- Expert - highly proficient in using this program and have provided training or guidance to others who use this program.
- Advanced - proficient in using this program and no additional training needed.
- Intermediate - experienced in using this program and may need additional training.
- Beginner - basic experience but will need additional training or guidance.
- No experience, but willing to learn.
08
Microsoft PowerPoint - Considering your previous work experience, education and training, how would you rate your level of proficiency with Microsoft PowerPoint? (Please note that your response may be subject to verification, and you may be tested on this application.)
- Expert - highly proficient in using this program and have provided training or guidance to others who use this program.
- Advanced - proficient in using this program and no additional training needed.
- Intermediate - experienced in using this program and may need additional training.
- Beginner - basic experience but will need additional training or guidance.
- No experience, but willing to learn.
09
Microsoft Outlook - Considering your previous work experience, education and training, how would you rate your level of proficiency with Microsoft Outlook? (Please note that your response may be subject to verification, and you may be tested on this application.)
- Expert - highly proficient in using this program and have provided training or guidance to others who use this program.
- Advanced - proficient in using this program and no additional training needed.
- Intermediate - experienced in using this program and may need additional training.
- Beginner - basic experience but will need additional training or guidance.
- No experience, but willing to learn.
Required Question