Executive Administrative Assistant I

SAN-Bernardino-Count; California (MO); On-site; USD 50,000 - 70,000; Full time

Job summary

San Bernardino County is seeking an Executive Administrative Assistant I to support a Deputy Director or other county officials. The role requires handling confidential information, managing executive calendars, drafting correspondence, and preparing reports and agenda items.

Ideal candidates will have strong written and verbal communication, excellent organizational skills, and the ability to coordinate with multiple stakeholders.

Qualifications

• Two years of full-time, highly responsible administrative assistant experience.
• Bachelor's degree may substitute for one year of experience.
• Proficiency with Microsoft Office Suite and Outlook.

Responsibilities

• Compose letters, reports, and budget justifications; summarize articles and legislation.
• Schedule meetings; prepare materials and agendas; coordinate travel arrangements.
• Liaise between supervisor, officials and the public with tact and discretion.
• Screen mail, calls and visitors; interpret policies and procedures.
• Train staff and coordinate clerical activities; review office methods and forms.

Skills

Interpersonal skills

Verbal & written communication

Organizational skills

Calendar management

Discretion & confidentiality

Multi-tasking

Education

Bachelor's degree in public/business administration, management, behavioral/social science, accounting/finance or related field

Tools

Microsoft Office Suite

Outlook

Job description

Location: San Bernardino County

Executive Administrative Assistants I

Perform a variety of administrative and secretarial tasks in support to a Deputy Director, Assistant Director, Department Director, member of the Executive Cabinet or other County official. Executive Administrative Assistants perform a variety of highly responsible and complex duties requiring a high level of confidentiality and discretion. Incumbents will work in a fast-paced environment which requires multi-tasking, attention to detail and excellent executive level customer service skills.

Key responsibilities will include:

• Composing written correspondence, reports and budget justifications; writing summaries of articles, producing high-level summaries of various legislation, research findings, and recommend actions.
• Facilitates day-to-day office activities including typing letters, reports, agenda items, numerical and technical material from notes, drafts, shorthand or recorded dictation.
• Serves as liaison between supervisor, officials and the public in situations requiring tact and judgment.
• Screen mail, calls and visitors to determine the nature and urgency of the contact; answers inquiries requiring the interpretation and application of departmental policies and procedures.
• Schedules meetings and conferences; prepares materials and agenda; may represent supervisor at meetings. Keeps supervisor's calendar; schedules appointments and makes travel arrangements.
• Reviews and makes recommendations regarding office methods, policies and procedures; devises forms.
• Assists with various projects which includes researching, compiling, arranging and computing data.
• Trains office staff in office practices, use of specialized equipment, word processing, etc.
• May direct or coordinate the activities of a clerical support unit.

To review job-specific benefits, refer to Summary of Benefits and the Exempt Compensation Ordinance. The County also offers an alternative Modified Benefits Option (MBO) that provides a wage differential.

Conditions of Employment

Pre-Employment Process: Prior to appointment, applicants must pass a background investigation which includes verification of employment history and education, fingerprinting, physical exam, and drug screening.

Visa Sponsorship: Please note San Bernardino County is not able to consider candidates who will require visa sponsorship at the time of application or in the future.

Work Environment: Incumbents must operate with a high level of confidentiality and discretion when performing job duties.

Travel: Travel throughout the County may be required and employees will be required to make provisions for such transportation.

Experience

Two (2) years of full-time equivalent highly responsible, and complex administrative assistant experience in support of a specified executive-level professional or administrative position(s) operating in a work environment that requires a high level of confidentiality and discretion where duties included collecting and analyzing information, drafting reports based upon data analysis and preparing agendas.

Substitution

Bachelor's in public/business administration, management, behavioral/social science, accounting/finance or other relevant field of study may substitute for one (1) year of the required administrative assistant experience.

IMPORTANT NOTE:

General clerical experience is NOT considered qualifying. Qualifying experience is typically equivalent to providing direct support to a specified executive-level professional or administrative position(s) (e.g., Board Office, County Administrative Office, Chief Executive Officer, Agency Director, Department Head, Division Chief).

Ideal candidate will have:

• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Proficiency with Microsoft Office Suite or related software, advanced level in Outlook.
• Ability to manage/support multiple executive level staff calendars.
• Ability to identify solutions to coordinate multiple stakeholders for meetings.
• Highly developed decision making, problem solving, and written communication skills.
• In-depth knowledge of modern office practices, methods, and procedures.

Equal Employment Opportunity (EEO) / Americans with Disabilities Act (ADA)

San Bernardino County is an Equal Employment Opportunity (EEO) and Americans with Disabilities Act (ADA) compliant employer, dedicated to ensuring equal employment opportunities for all employees and applicants.

ADA Accommodation

If you have a disability and need accommodations during the testing process, please submit the Special Testing Accommodations Request Form (Download PDF) within one week of the recruitment filing deadline.

Veterans’ Preference

Eligible veterans and their spouses or widows/widowers who are not current County employees may receive additional Veterans' Preference points. For details and instructions on how to request these points, please refer to the Veterans' Preference Policy.