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Job Title: Administrative Secretary III-Limited Term
Job Number:
Organization: County of San Mateo
Posted: 5/14/2018
Type: Contract
Classification: Public Health - General
Industry: Government
Number of Openings: 1
Location: San Mateo,  CA    USA
Compensation: $28.33 - $35.39 Hourly
Position Description: 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.

The current vacancy is a limited term, at- will position. Limited Term Employees are assigned to assignments not to exceed three years. They receive medical and dental benefits, similar to regular employees, and a defined contribution retirement plan.


Organization Description:

Closing Date: 6/14/2018
Desired Starting Date:
Contact Name: Anessa Farber,  Administrative Secretary III-Limited Term
Contact Location:

Contact Location:
Contact Phone:  
Contact Fax:
Contact Email:
Web Address:
How to Apply: 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)


Supplemental Questions:

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.

Describe your experience performing personnel functions, such as processing/on-boarding new employees and processing/off-boarding employees that are ending employment.

Describe the computer software you are proficient in and indicate the types of documents you have produced.

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.

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.

Please include the words "Administrative Secretary III-Limited Term Position" in the subject line of email submission. All submitted materials must be in a Word or PDF format.

Please submit the above listed materials via email to:

Anessa Farber, Financial Services Manager

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

Apply immediately. Application materials will be accepted until position is filled. This posting is open on a continuous basis and selection may be made at any time within the process.

NOTE: Application materials are only accepted via e-mail. Materials sent via regular mail and/or fax will not be accepted. Submittals that do not include all required elements (cover letter with responses to supplemental questions and a resume) will not be considered.

San Mateo County is an Equal Opportunity Employer

Additional Information:

Web Site Delete Date: 6/14/2018