Executive Administrative Assistant III

San Bernardino County Fire Department; California (MO); On-site; USD 65,000 - 90,000; Full time

Job summary

San Bernardino County is recruiting for Executive Administrative Assistants III to perform a variety of administrative and secretarial tasks in support to a Deputy Director, Assistant Director, Department Director, or other County official. These roles demand high confidentiality, discretion, and superb executive-level customer service in a fast-paced environment.

Qualifications include four years of highly responsible administrative experience, with a bachelor's degree optionally substituting

Qualifications

• Experience in providing executive-level administrative support with high confidentiality.
• Bachelor's degree may substitute for years of experience.
• General clerical experience is not qualifying; direct support to executives is required.

Responsibilities

• Compose written correspondence, reports, and budget justifications; summarize articles and legislation.
• Schedule meetings, manage calendars, and arrange travel for executives.
• Coordinate with supervisors, officials, and the public with tact and discretion.
• Screen inquiries and route according to department policies.
• Review and improve office methods and procedures.
• Train staff on office practices and equipment.
• Lead or coordinate clerical teams as needed.
• Represent supervisors at meetings when required.

Skills

Interpersonal skills

Verbal and written communication

Organizational skills

Microsoft Office Suite

Outlook

Calendar management

Problem solving

Discretion

Education

Bachelor's degree in public/business administration or related field

Tools

Microsoft Office

Outlook

Job description

The Job

San Bernardino County is recruiting for Executive Administrative Assistants III, to 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.

The County also offers an alternative Modified Benefits Option (MBO) that provides a wage differential.

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.

Minimum Requirements

Experience: Four (4) 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 higher 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).

Desired Qualifications

• 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 allemployees 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 recruitmentfiling 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.

Additional Information

For more important details, review the Applicant Information and County Employment Process.

Examination Procedure

There will be a competitive evaluation of qualifications with other candidates in the selection process based on a review of the application and supplemental questionnaire. It is to your advantage to be explicit in your responses on the application and supplemental questionnaire.