Executive Secretary - Confidential - Aging and Disability Services (Open & Promotional)
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Executive Secretary - Confidential - Aging and Disability Services (Open & Promotional)
Salary
$83,865.60 - $104,832.00 Annually
Location
County of San Mateo, CA
Job Type
Regular
Job Number
E476AQ
Department
Aging and Disability Services
Opening Date
09/08/2025
Closing Date
9/23/2025 11:59 PM Pacific
Bargaining Unit
70B
Description
Benefits
Questions
Description
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.
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.
Examples Of Duties
The Executive Secretary's responsibilities include, but are not limited to:
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.
Qualifications
Knowledge of:
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.
Skill/Ability to:
Provide varied, responsible, and often confidential secretarial and office administrative assistance to high-level management and other associated supervisory and professional staff.
Plan, direct and review the work of assigned staff, and instruct staff in work procedures.
Interpret, apply and explain complex policies and procedures using tact, discretion, initiative and independent judgment within established guidelines.
Analyze and resolve office administrative situations and problems.
Research, compile, and summarize a variety of informational materials.
Compose correspondence independently or from brief instructions.
Establish and maintain effective working relationships.
Organize work, set priorities, meet critical deadlines, and follow up on assignments with a minimum of direction.
Some positions may require the ability to @type at a rate of 50 words per minute.
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 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.
Application/Examination
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.
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. 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 11:59PM 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 as an employer is committed to advancing equity 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. 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)
We invite you to explore our Benefits-at-a-Glance (https://www.smcgov.org/sites/default/files/2025-05/Benefits%20at%20a%20Glance%204.29.25.pdf) page for a snapshot of the comprehensive and competitive benefits available to eligible employees of the County of San Mateo. From health and wellness to financial security, our benefits are designed to support you at every stage of your career. (Please note that benefits are subject to change.)
In addition to core benefits, the County is proud to offer a variety of wellness and professional development programs to help you grow both personally and professionally. Most of these enriching opportunities are available during work hours and come at no cost to you.
As a County employee, you'll also be covered by the federal Social Security system, earning valuable retirement benefits based on your salary and years of service.
01
IMPORTANT NOTE: Applicants for this position are required to submit responses to the supplemental questions below. Your responses will provide detailed information about your background and experience related to this position. This information will weigh heavily in the application screening by the subject matter experts and will also be used in the selection process. Answer the questions completely, paying attention to the multi-parts of the questions. While being thorough and detailed, also be concise. Your strategic use of language as well as neatness, clarity of expression, attention to detail, proper use of grammar and the ability to follow instructions will be considered in the evaluation process. A resume will not be accepted as a substitute for your responses.
Yes
No
02
Describe your professional experience performing complex secretarial or executive support duties, including managing a director's or executive's calendar, scheduling and coordinating meetings, preparing agendas and materials, composing and proofreading correspondence, and communicating with high-level officials or stakeholders in a diplomatic and sensitive manner. Please provide specific examples .
03
Describe a position you have held that required a high degree of confidentiality. In your response, explain the @type of confidential information you managed, why discretion was essential in that role, and how you ensured sensitive information was protected .
04
How did you learn about this position?
County of San Mateo Website
County of San Mateo Job Interest Card Notification
County Hosted Virtual Event
County Hosted Job Fair
CalOpps.org
College/University Career Center
Community-based Organization Posting
Facebook/Instagram
Friend or Relative
GovernmentJobs.com
Indeed
Job Fair
LinkedIn
Professional Publication/Website (Please specify in next question)
X (formerly called Twitter)
Zip Recruiter
Other (Please specify in next question)
05
If you answered, "Professional Publication/Website" or "Other" to the above question, please indicate below how you learned about this position. Your response to this question will help us in better marketing County jobs. Type NA if not applicable.
Required Question
Employer
County of San Mateo
Address
County of San Mateo Human Resources Department 500 County Center, 4th Floor Redwood City, California, 94063-1663
Phone
(650) 363-4343
Website
https://jobs.smcgov.org
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