Executive Administrative Assistant III

San Bernardino County; San Bernardino (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

San Bernardino County is seeking Executive Administrative Assistants III to support Deputy Director, Assistant Director, Department Director, and other County officials. The role requires handling confidential information with discretion in a fast-paced environment.

Responsibilities include drafting correspondence and reports, coordinating calendars, scheduling meetings, travel, and assisting with special projects. A Bachelor's degree and strong MS Office skills are preferred.

Qualifications

• Excellent interpersonal skills with the ability to manage sensitive situations with tact and diplomacy.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Proficiency with Microsoft Office Suite or related software, advanced Outlook skills.
• Ability to manage/support multiple executive level staff calendars.

Responsibilities

• Compose correspondence, reports and budget justifications and summarize articles or legislation.
• Facilitate day-to-day office activities; type letters, reports, notes and agenda items.
• Serve as liaison between supervisor, officials and the public with tact and judgment.
• Screen mail, calls and visitors; handle inquiries per policies and procedures.
• Schedule meetings; prepare materials and agenda; may represent supervisor at meetings.
• Keep supervisor's calendar; arrange travel and appointments.
• Review office methods; devise forms and improve procedures.
• Assist with projects; research, compile and compute data.
• Train staff in office practices and equipment use; coordinate clerical tasks.

Skills

Interpersonal skills

Verbal communication

Written communication

Organizational skills

Calendar management

Meeting coordination

Discretion / confidentiality

Office practices

Education

Bachelor's degree

Tools

Microsoft Office Suite

Outlook

Job description

Posting number: 26-05293-02

Department: Multiple County Departments

Job classification: Executive Administrative Assistant III

Posting type: Open & Promotional

Categories: Administrative Assistant, Professional, Executive Management

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, 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.

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.

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.

Paid time off, health and wellness, professional development, tax savings plan, work-life balance, and retirement

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.

Examples of duties

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 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).

Qualifications

The 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.

Supplemental information

Equal Employment Opportunity (EEO) / Americans with Disabilities Act (ADA):
San Bernardino County is an Equal Employment Opportunity (EEO) and Americans with DisabilitiesAct (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.

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