County of San Mateo
Administrative Assistant II - Confidential - San Mateo County Libraries (Open an
County of San Mateo, Redwood City, California, United States, 94061
The San Mateo County Libraries is seeking highly motivated candidates for the position of
Administrative Assistant II - Confidential.
This is an exciting opportunity to support the administrative operations of a top-rated, innovative public library system. The ideal candidate will be proactive, flexible, and skilled at balancing a wide range of administrative responsibilities in a fast-paced environment. The role requires sound judgment, initiative, and strong collaboration skills to support the effective functioning of the department. If you are passionate about public service and excel at handling a myriad of matters with professionalism and discretion, we encourage you to apply.
This position is assigned to the Administrative Office of San Mateo County Libraries and will perform varied, complex, and often confidential administrative tasks in support of the Library Director and executive team.
The
ideal candidate
will be experienced in: Providing high-level administrative support to executive-level management. Handling and maintaining confidential materials and information. Exercising sound judgement in complex or sensitive situations. Researching and compiling a variety of informational or statistical material from internal and external sources. Project management and overseeing multiple assignments and tight deadlines, while maintainingattention to detail. Purchasing, supporting operational budgets, and monitoring expenditures. Communicating with all levels of staff, elected officials, management, community leaders, and members of the public in a diplomatic and politically astute manner. Providing information, responding to inquiries, and resolving concerns using sound judgment and knowledge of policies and procedures. Interpersonal and listening skills – genuinely enjoys connecting with people. Superb written communication skills and experience reviewing materials for completeness, accuracy, format, etc. Organizing work, setting priorities, and meeting critical deadlines for the division and organization. Representing executives and the organization in a professional manner. Handling “all the little things” – invoices, scheduling, deadlines, follow-up, and general support – with a positive attitude. Maintaining calendars, scheduling and organizing meetings and events, responding to and initiating correspondence. Providing supervision to office staff. Duties may include , but are not limited to: Extensive contact with all levels of the organization, the public, our partners, Library Joint Powers Operations Committee and Governing Board members and other officials at the local, county and state level. Analyzing administrative processes and recommending improvements. Conducting research, data gathering and preparing reports, presentations and other library documents. Managing contracts, agreements, and vendor-related processes in compliance with library guidelines. Assisting with procurement, tracking purchase requests and departmental budgets. Creating timelines, tracking deliverables, and following up on action items. Handling confidential information with discretion and integrity. Coordinating public records or compliance responsibilities. Supporting library board and committee meetings. Supervising or leading clerical or administrative staff. Supporting special projects and initiatives. Performing related duties as assigned. 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 sub-professionalaccounting, 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 subordinates, other County departmental staff, and to the general public. Plan, organize, and supervise the work of clerical personnel effectively. 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, or extra-help/limited term position prior to the final filing date will receive five points added to their final passing score.
Responses to the supplemental questions must be submitted in addition to our regular employment application form. 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 based on the candidates' application and responses to the supplemental questions (weight: pass/fail). Candidates who pass the application screening may 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 . Applicants meeting 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 visit
http://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, August 5, 2025, 11:59 PM PST Application Screening:August 11 - 15, 2025 Civil Service Panel Interview: August 21 and/or 22, 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, as an employer, 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.
San Mateo County is an equal opportunity employer committed to fostering diversity, equity, and inclusion at all levels.
Analyst: Sedrick Dixon (07222025) (Administrative Assistant II - Confidential - E090) #J-18808-Ljbffr
ideal candidate
will be experienced in: Providing high-level administrative support to executive-level management. Handling and maintaining confidential materials and information. Exercising sound judgement in complex or sensitive situations. Researching and compiling a variety of informational or statistical material from internal and external sources. Project management and overseeing multiple assignments and tight deadlines, while maintainingattention to detail. Purchasing, supporting operational budgets, and monitoring expenditures. Communicating with all levels of staff, elected officials, management, community leaders, and members of the public in a diplomatic and politically astute manner. Providing information, responding to inquiries, and resolving concerns using sound judgment and knowledge of policies and procedures. Interpersonal and listening skills – genuinely enjoys connecting with people. Superb written communication skills and experience reviewing materials for completeness, accuracy, format, etc. Organizing work, setting priorities, and meeting critical deadlines for the division and organization. Representing executives and the organization in a professional manner. Handling “all the little things” – invoices, scheduling, deadlines, follow-up, and general support – with a positive attitude. Maintaining calendars, scheduling and organizing meetings and events, responding to and initiating correspondence. Providing supervision to office staff. Duties may include , but are not limited to: Extensive contact with all levels of the organization, the public, our partners, Library Joint Powers Operations Committee and Governing Board members and other officials at the local, county and state level. Analyzing administrative processes and recommending improvements. Conducting research, data gathering and preparing reports, presentations and other library documents. Managing contracts, agreements, and vendor-related processes in compliance with library guidelines. Assisting with procurement, tracking purchase requests and departmental budgets. Creating timelines, tracking deliverables, and following up on action items. Handling confidential information with discretion and integrity. Coordinating public records or compliance responsibilities. Supporting library board and committee meetings. Supervising or leading clerical or administrative staff. Supporting special projects and initiatives. Performing related duties as assigned. 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 sub-professionalaccounting, 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 subordinates, other County departmental staff, and to the general public. Plan, organize, and supervise the work of clerical personnel effectively. 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, or extra-help/limited term position prior to the final filing date will receive five points added to their final passing score.
Responses to the supplemental questions must be submitted in addition to our regular employment application form. 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 based on the candidates' application and responses to the supplemental questions (weight: pass/fail). Candidates who pass the application screening may 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 . Applicants meeting 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 visit
http://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, August 5, 2025, 11:59 PM PST Application Screening:August 11 - 15, 2025 Civil Service Panel Interview: August 21 and/or 22, 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, as an employer, 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.
San Mateo County is an equal opportunity employer committed to fostering diversity, equity, and inclusion at all levels.
Analyst: Sedrick Dixon (07222025) (Administrative Assistant II - Confidential - E090) #J-18808-Ljbffr