The San Mateo County Parks Department (“Parks Department”) serves approximately three million visitors each year. Visitors have many options when visiting the County’s vast parks system. With 24 parks and recreation areas, over 16,000 acres of park land, 190 miles of trail, ten playgrounds, nine campgrounds, and countless picnic sites the Department provides healthy outdoor activities, educational opportunities, and lasting memories.
The Parks Department is seeking an experienced individual for an Administrative Assistant II position. Under general supervision, the position will assist the Parks Department in such activities as purchasing; contract administration; overseeing the regular Board of Supervisors and Parks Department agenda development and review process, including development, posting, and distribution of agenda items; performance reporting; reviewing and developing policies and procedures; managing Parks Department assets; personnel transactions; and other related work as required.
Duties may include, but are not limited to, the following:
Coordinate the contract development and amendment process with the appropriate stakeholders, including securing appropriate signatures, distributing executed copies, and maintaining comprehensive contract files;- Monitor contract agreements for compliance, report requirements, and possible amendments;
- Manage grant related reporting requirements;
- Maintain the Parks Department’s contract management system;
- Develop request for proposals and contract agreements;
- Assist with the development of policies and procedures and streamline department and program processes;
- Assist with evaluation measures and reporting requirements;
- Purchase equipment and supplies using the County of San Mateo’s financial system and following all policies and procedures related to purchasing;
- Assist, when needed, with payroll and personnel activities, including assisting with onboarding, training, and payroll and/or timekeeping support;
- Process invoices and track payments;
- Research record keeping issues;
- Review and reconcile varied reports, journals, payroll, or related fiscal or statistical data;
- Audit and verify various information, including source data as well as manual and computer-produced reports;
- Assist the Parks Department track assets, including IT equipment;
- Develop and maintain a replacement schedule for special assets, including IT assets;
- Collect information from a variety of sources and synthesize the data into a report format with recommendations;
- Provide information to County staff that requires the use of judgement and the interpretation of policies, rules, and/or procedures;
- Perform a variety of general office support work such as organizing and maintaining various files, typing correspondence, reports, forms, and specialized documents, and proofreading and checking materials for accuracy, completeness, and compliance with departmental policies and procedures;
- Provide back up to other positions when necessary;
- Maintain auditing, accounting, and budget controls on a level not required by a professional accountant;
- Respond to staff issues and work interdepartmentally to resolve them;
- Assist management staff in acquiring, maintaining, and reporting performance measure data and information;
- Assist with special projects as assigned; and
- Perform related duties as assigned.
The
ideal candidate will:
- Possess knowledge of procurement best practices and requirements in the public sector;
- Possess knowledge of the County’s Contract Management System;
- Possess knowledge of prevailing wage and public works requirements;
- Possess knowledge of the County’s agenda management system;
- Be skilled in writing request for proposals and contracts;
- Be experienced in managing grants;
- Possess knowledge of the County's HRIS and timekeeping system;
- Possess knowledge in accounts payable and receivable;
- Possess knowledge of OFAS, the County's financial accounting system;
- Possess strong interpersonal skills, including conflict resolution skills, with the ability to work with employees across departments;
- Possess strong written and verbal communication skills and problem-solving skills;
- Possess skills in electronic content management and forms creation;
- Be experienced in information gathering, analysis and presentation;
- Be skilled in using office automation and communication technologies;
- Be able to manage a large and varied workload with changing and conflicting deadlines;
- Be able to work effective in a high-volume and fast-paced environment;
- Working knowledge of sub-professional accounting, bookkeeping and fiscal procedures; and
- Be able to work well both independently and in a team environment.
NOTE: The list created from this recruitment may be used to fill future vacancies, including classified, unclassified, full-time, part-time, temporary and extra help assignments
Qualifications
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-professional accounting, 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.
Application/Examination
Open and 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, Confidential and Management extra-help/limited term, and SEIU or AFSCME represented extra help/limited term positions prior to the final filing date will receive five points added to their final passing score on this examination.
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 will consist of an interview (weight: 100%). Depending on the number of applications a screening committee may select those applicants whose education and/or experience appear to best meet the needs of the position. 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. Online applications must be received by the Human Resources Department before midnight on the final filing date.
TENTATIVE RECRUITMENT SCHEDULE
Final Filing Date: Monday, June 26, 2023 at 11:59 p.m. PST
Screening: Tuesday, June 27, 2023 through Friday, June 30, 2023
Combined Panel Interviews: Monday, July 10, 2023 and/or Wednesday, July 12, 2023
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. The County of San Mateo is an equal opportunity employer committed to fostering diversity, equity and inclusion at all levels.
HR Contact: Arlene Cahill (06052023) (Administrative Assistant II - E089)