Administrative Secretary I – San Mateo Medical Center (Open & Promotional)

County of San Mateo, CA
Published
July 13, 2022
Location
Redwood City, CA
Job Type
 

Description

Description
San Mateo Medical Center (SMMC) is seeking qualified applicants for the position of Administrative Secretary I. Under general supervision from the Infection Control/Employee Health Manager, the Administrative Secretary I would be responsible for supporting the staff with maintaining the Employee Health data bases and files, keeping accurate records, drafting staff and interdepartmental correspondence, and assisting with Employee Health events.

Infection Control covers SMMC and its clinics, acts as consultants to various Health divisions, and partners with San Mateo County Public Health and other community partners to mitigate risk of exposure/infection to staff, patients, and the community.

Employee Health is responsible for 1,400 employees, approximately 500 contractors, and students and volunteers, to prevent work-related illness and injury by encouraging safe working practices. Employee Health also ensures staff are up-to-date on annual OSHA requirements, medical screening (pre-placement and annual), and immunizations.

The current vacancy is located in San Mateo Medical Center in San Mateo, CA. However, the successful hire will travel throughout the County to perform duties of the position, such as traveling to off-site clinics to hosting employee health events, meetings, trainings...etc.

The ideal candidate will have experience with maintenance of data and records. Also, the ideal candidate will have advanced proficiency with desktop systems, database management, and the Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint). Additionally, the ideal candidate is able to work independently, be self-directed and is a problem solver with strong interpersonal, verbal, and oral communication skills.

DISTINGUISHING CHARACTERISTICS
The Administrative Secretary I is distinguished from other County office support classes in that incumbents provide secretarial and office administrative services for a designated unit or section and related management, supervisory and/or professional staff. Well defined guidelines for action are normally established by the unit manager or supervisor. Some judgment and initiative may be required when prioritizing work from staff. This class is distinguished from Administrative Secretary II in that the latter has a more extensive level of participation in management activities requiring a good working knowledge of the division programs under the manager's jurisdiction.

NOTE: The eligible list created from this recruitment may be used to fill future vacancies, including classified, unclassified, full-time, part-time, temporary and extra help assignments.
Examples Of Duties
Duties may include, but are not limited to, the following:

  • Receive and screen visitors and telephone calls; provide factual information which may require the interpretation and application of policies and procedures; take messages or refers the caller to the proper person.
  • Research and compile a variety of informational materials from sources both inside and outside the office to which assigned.
  • Open and sort mail and attach pertinent back-up materials and processes outgoing mail as required.
  • Type drafts and a wide variety of finished documents from stenographic notes, minutes from meetings, brief instructions or printed materials; transcribe dictation from tapes; may use word processing equipment and input or retrieve data or prepare reports using an on-line or personal computer system.
  • Initiate specified correspondence independently for signature by appropriate supervisory or professional staff; review finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
  • Organize and maintain various departmental files; purge files as requested.
  • Follow up on projects, transmit information, and keep informed of unit activities.
  • Schedule and arrange for meetings; arrange for rooms; prepare agendas and summarize meeting results as required.
  • Organize own work, set priorities and meet critical deadlines.
  • May provide project direction to office support staff; may instruct staff in work procedures and/or review work for format, accuracy and consistency.
  • Order and maintain supplies.
  • Perform related duties as assigned.

Qualifications
Knowledge of:

  • Standard office administrative and secretarial practices and procedures, including filing and business letter writing.
  • The operation of common office equipment, including a word processor and personal or on-line computer.
  • Policies and procedures related to the unit to which assigned.
  • Correct English usage, including spelling, grammar, punctuation, and vocabulary.
  • Business arithmetic, including percentages and decimals record keeping principles and practices.

Skill/Ability to:

  • Provide varied secretarial and office administrative assistance to management, supervisory and professional staff.
  • Organize work, set priorities, meet critical deadlines, and follow up on assignments.
  • Use initiative and independent judgment within established guidelines.
  • Establish and maintain effective working relationships.
  • Compose correspondence independently or from brief instructions.
  • Organize and maintain accurate records and files.
  • Make arithmetic calculations with speed and accuracy.
  • Operate standard office equipment, including a word processor, personal or on-line computer, and multi-line telephone equipment.
  • 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:

  • Equivalent to two years of general clerical or office support experience.

Other Requirement:
Specific 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 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, SEIU or AFSCME represented extra-help/term position 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 (weight: pass/fail) 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 on 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: July 25, 2022 11:59PM PST
Application Screening: Week of July 25, 2022
Panel Interviews: Week of August 8, 2022

The County of San Mateo may require that all employees provide proof of COVID-19 vaccine or comply with weekly COVID-19 testing. Employees hired into specified health care facilities and other high-risk settings where there is potential for frequent COVID-19 exposure to staff and highly vulnerable patients are required to provide proof of COVID-19 vaccination. For more specific information, please refer to the County's COVID-19 Vaccine and Testing Policy.

At the County of San Mateo, we take pride in the way our employees bring together their diverse backgrounds, experiences, and perspectives to serve our community's needs.
The County is an Equal Opportunity Employer.

Analyst: Debbie Kong (07072022)

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