Company: San Mateo County
Expected salary: $7234.93 – 9046.27 per month
Location: San Mateo, CA
Job description: Administrative Assistant II – Confidential, Sheriff’s Office (Departmental Promotional Only)
Administrative Assistant II – Confidential, Sheriff’s Office (Departmental Promotional Only)
$7,234.93 – $9,046.27 Monthly
County of San Mateo, CA
2/22/2024 11:59 PM Pacific
The Sheriff’s Office is seeking a dedicated and experienced candidate to fill the role of Administrative Assistant II – Confidential to provide technical support in Professional Standards Bureau and Fiscal Department, assist with the development of policies and procedures, manage orientations for the hiring and promoting of sworn and professional staff employees and other support services functions such as creating training modules to support bureaus within the Sheriff’s Office, supervising a team of administrative staff and managing personnel systems.
The ideal candidate will possess a bachelor’s degree 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.
In addition to the above-mentioned characteristics, the ideal candidate will have:
- Advanced proficiency with desktop systems, database management, and the Microsoft Office Suite, particularly PowerPoint, Excel and Word.
- Experience in supervising staff, preferably in administrative support functions is highly desired.
- Ability to effectively guide supervised staff and produce a high-functioning cohesive and enthusiastic team.
- Outstanding writing and verbal skills and a passion for providing high level customer service to both internal and external partners.
- Prior Human Resources and/or Payroll work experience.
- Ability to produce quality work under fluctuating workloads with minimal supervision.
- Excellent problem solving and resourcefulness skills.
- Superior organization skills, analytical skills, and be detail oriented.
- Proven ability to exercise a high degree of discretion, exercise good judgment, and maintain confidentiality.
- Ability to create a vision and goals for staff, and effectively implement departmental policies, procedures, and service and quality control standards.
- A strong understanding of Sheriff’s Office Sworn and Professional staff bureaus, scheduling rosters, hiring and promoting Sworn and Professional staff process and POST guidelines.
- A willingness to learn new things and adapt to change.
Examples Of Duties
Duties may include, but are not limited to, the following:
- Supervise the office services and business management activities of a team working within the Professional Standards Bureau including assist with policies and procedures, payroll, personnel transactions, training. and other duties and assigned.
- Assist the Professional Standards Bureau with data collection on the development of departmental performance measures and working with department managers to discuss recommendations.
- Train assigned staff on County procedures and specific departmental and unit policies and procedures, plan, assign and supervise the work of assigned staff.
- Oversee, coordinate and perform professional-level work in such areas as pay incentive management, monitor department leaves, review contracts, hiring procedures, personnel record and payment requests.
- Collaborate and coordinate with the Professional Standards and Fiscal Bureau on time-sensitive personnel and fiscal deliverables.
- Perform advanced mathematical calculations accurately, including the preparation of various types of reports with linked spreadsheets, charts, tables, graphs, and gathering statistics for managers in different departments within the Sheriff’s Office.
- Assist with day-to-day operations on projects related to Personnel and Fiscal with data gathering, create reports, resource tracking, presentations and other related duties.
- Assist the Fiscal department with analyzing budget needs of contract cities and assisting in the preparation adjustments related to budget requests.
- Liaison and collaborate with the Fiscal Bureau to provide salary and benefit information for grant and contract claims and provide data for budget development.
- Manage the tracking of employees on approved 4850 time and provide ongoing training to department supervisors and managers on related procedures and policies.
- Collaborate with the Training Unit to implement training modules, create training videos and guidelines for the hiring and promoting of both Sworn and Professional staff, coordinate the department hiring incentive program and assist department supervisors and managers on personnel related topics.
- Answer technical inquiries and develop, recommend and implement improved operating procedures, forms and work and goal setting processes.
- Confer and coordinate with other administrative staff within the department of assignment and with staff in County administrative agencies on a variety of administrative matters.
- Assume responsibility for the proper and efficient function of the office of assignment and the enforcement of office and agency rules and regulations.
- Study departmental management procedures and prepare reports with recommendations for improvement.
- Perform related duties as assigned.
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, Confidential and Management extra-help/limited term, and SEIU or AFSCME represented 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:
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.
- Principles of organization, administration, and supervision.
- Budgeting principles and practices.
- Modern office methods and procedures associated with information technology.
- Principles and practices of accounting, bookkeeping, and fiscal procedures.
- Analyze organizational structures and recommend procedural changes and prepare and present reports in narrative and graphic form.
- Establish and maintain accounts and budgetary controls.
- Quickly learn the laws and rules governing the operations of the Sheriff’s Office.
- Interpret and explain laws and rules to subordinates, other County departmental staff, and the general public.
- Plan, organize, and supervise the work of clerical personnel effectively.
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, Confidential and Management extra-help/limited term, and SEIU or AFSCME represented extra help/limited term positions prior to the final filing date may apply.
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 go to 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: Thursday February 22, 2024, by 11:59PM PST
Application Screening: Week of February 26, 2024
Panel Interviews: Week of March 11, 2024
Departmental Interviews: Week of March 18, 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.
Analyst: Ximena Burns (02082024) (Administrative Assistant II – Confidential E090)
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.