County of San Mateo
Executive Secretary - Confidential - Aging and Disability Services (Open & Promo
County of San Mateo, Burlingame, California, United States, 94012
Overview
San Mateo County Health - Aging and Disability Services
is seeking a motivated individual for the position of
Executive Secretary - Confidential . The executive secretary will perform varied, complex, and often confidential administrative tasks in support of the Director of Aging and Disability Services and interfacing with associated management, supervisory and professional staff. The position involves extensive contact with all levels of the organization, the public, community partners, and officials at the local, state, and federal levels.
Ideal Candidate
The ideal candidate will demonstrate experience in: Providing high-level administrative and secretarial support to executive level management. Handling and maintaining confidential materials and information. Managing multiple priorities while maintaining accuracy and attention to detail. Working independently while recognizing when to seek input or consultation. Screening and triaging calls and emails, and referring matters to the appropriate executive, division, or department staff. Utilizing excellent oral and written communication skills. Communicating with staff at all levels, clients, elected officials, management, community leaders and members of the public in a diplomatic and politically astute manner. Showing proficiency with computer systems and applications, including Microsoft Windows, the Microsoft Office Suite, Zoom, Canva, and AI tools. Proofreading and editing documents such as correspondence and contracts with a high degree of accuracy. Delivering strong customer service, adapting in a fast-paced environment, and applying effective problem-solving skills.
Responsibilities
Organizing and supporting meetings by notifying participants, arranging rooms, preparing agendas and materials, attending as needed to take minutes, or representing the manager. Participating in meetings with government officials, Board of Supervisors or commission members, business and community representatives, the public, and County staff at all levels to exchange information and explain administrative policies and procedures. Providing information and resolving complaints requiring judgment and the interpretation and application of policies and procedures. Researching, compiling, and summarizing informational or statistical material from internal and external sources. Drafting, proofreading, and editing a wide variety of documents and correspondence; preparing materials for management signature and reviewing for accuracy, completeness, format, compliance, and proper usage. Compiling and processing confidential materials related to labor and employee relations. Organizing and maintaining administrative, reference, and follow-up files; ensuring completion of administrative tasks by tracking projects, transmitting information, and staying informed of departmental activities. Managing calendars, scheduling appointments and meetings, making travel arrangements, and processing incoming mail with related backup materials. Prioritizing and organizing work to meet critical deadlines and ensuring deadlines are met by other staff. Supervising payroll and administrative support staff. Performing related duties as assigned.
Note:
The eligible list generated from this recruitment may be used to fill future extra-help, term, unclassified, and regular classified vacancies.
Knowledge, Skill and Ability
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.
Education and Experience
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 Requirements
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.
Open & Promotional
Anyone may apply. Current County of San Mateo and County of San Mateo Superior Court of California employees 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 will receive five points added to their final passing score on this examination.
The examination process will consist of an application screening 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 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.
Application Instructions:
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. Responses to the Supplemental Questionnaire must be submitted in addition to the standard County employment application form. A resume will not be accepted as a substitute for the required application materials. Online applications must be received by the Human Resources Department before midnight on the final filing date.
Tentative Recruitment Schedule
Final Filing Date: Tuesday, September 23, 2025, at 11:59 P.M. PST Application Screening: Week of September 29, 2025 Civil Service Panel Interviews: October 14 and/or October 15, 2025
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 an equal opportunity employer. We seek to hire, support, and retain employees who reflect our diverse community. We encourage applicants with diverse backgrounds and lived experiences to apply. HR Contact: Priscilla Bermudez (09092025) (Executive Secretary – Confidential E476)
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San Mateo County Health - Aging and Disability Services
is seeking a motivated individual for the position of
Executive Secretary - Confidential . The executive secretary will perform varied, complex, and often confidential administrative tasks in support of the Director of Aging and Disability Services and interfacing with associated management, supervisory and professional staff. The position involves extensive contact with all levels of the organization, the public, community partners, and officials at the local, state, and federal levels.
Ideal Candidate
The ideal candidate will demonstrate experience in: Providing high-level administrative and secretarial support to executive level management. Handling and maintaining confidential materials and information. Managing multiple priorities while maintaining accuracy and attention to detail. Working independently while recognizing when to seek input or consultation. Screening and triaging calls and emails, and referring matters to the appropriate executive, division, or department staff. Utilizing excellent oral and written communication skills. Communicating with staff at all levels, clients, elected officials, management, community leaders and members of the public in a diplomatic and politically astute manner. Showing proficiency with computer systems and applications, including Microsoft Windows, the Microsoft Office Suite, Zoom, Canva, and AI tools. Proofreading and editing documents such as correspondence and contracts with a high degree of accuracy. Delivering strong customer service, adapting in a fast-paced environment, and applying effective problem-solving skills.
Responsibilities
Organizing and supporting meetings by notifying participants, arranging rooms, preparing agendas and materials, attending as needed to take minutes, or representing the manager. Participating in meetings with government officials, Board of Supervisors or commission members, business and community representatives, the public, and County staff at all levels to exchange information and explain administrative policies and procedures. Providing information and resolving complaints requiring judgment and the interpretation and application of policies and procedures. Researching, compiling, and summarizing informational or statistical material from internal and external sources. Drafting, proofreading, and editing a wide variety of documents and correspondence; preparing materials for management signature and reviewing for accuracy, completeness, format, compliance, and proper usage. Compiling and processing confidential materials related to labor and employee relations. Organizing and maintaining administrative, reference, and follow-up files; ensuring completion of administrative tasks by tracking projects, transmitting information, and staying informed of departmental activities. Managing calendars, scheduling appointments and meetings, making travel arrangements, and processing incoming mail with related backup materials. Prioritizing and organizing work to meet critical deadlines and ensuring deadlines are met by other staff. Supervising payroll and administrative support staff. Performing related duties as assigned.
Note:
The eligible list generated from this recruitment may be used to fill future extra-help, term, unclassified, and regular classified vacancies.
Knowledge, Skill and Ability
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.
Education and Experience
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 Requirements
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.
Open & Promotional
Anyone may apply. Current County of San Mateo and County of San Mateo Superior Court of California employees 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 will receive five points added to their final passing score on this examination.
The examination process will consist of an application screening 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 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.
Application Instructions:
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. Responses to the Supplemental Questionnaire must be submitted in addition to the standard County employment application form. A resume will not be accepted as a substitute for the required application materials. Online applications must be received by the Human Resources Department before midnight on the final filing date.
Tentative Recruitment Schedule
Final Filing Date: Tuesday, September 23, 2025, at 11:59 P.M. PST Application Screening: Week of September 29, 2025 Civil Service Panel Interviews: October 14 and/or October 15, 2025
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 an equal opportunity employer. We seek to hire, support, and retain employees who reflect our diverse community. We encourage applicants with diverse backgrounds and lived experiences to apply. HR Contact: Priscilla Bermudez (09092025) (Executive Secretary – Confidential E476)
#J-18808-Ljbffr