Office Specialist (Open and Promotional)

County of San Mateo; Redwood City (CA); On-site; USD 60,000 - 78,000; Full time

Job summary

County of San Mateo is seeking a senior Office Specialist to provide complex clerical support across county departments. The role requires handling varied duties from data entry to document preparation, with attention to accuracy and confidentiality.

Ideal candidates will be able to manage multiple tasks in a fast-paced environment, interact with diverse individuals, and maintain organized files and records.

Qualifications

• Knowledge of office administrative practices and procedures.
• Basic business data processing principles and use of word processing equipment.
• Ability to handle multiple tasks simultaneously in a fast-paced environment.

Responsibilities

• Perform complex, specialized office support with independent judgment.
• Prepare reports, correspondence, and documents using a computer.
• Enter, edit and retrieve data in electronic systems; accurate arithmetic calculations.
• Organize and maintain departmental files; arrange meetings and travel as needed.
• Reception duties: screen visitors and callers; route to appropriate staff.
• May train others and provide after-hours support as required.

Skills

Office management

Data entry

Proofreading

Time management

Tools

Word processing

Personal computer

Job description

Description

We will begin accepting applications on November 11, 2026, and close on December 8, 2026. This job classification is the senior, most experienced level in the general office support classification series. It is not an entry level position. The Office Specialists provide complex, technical or specialized clerical services in departments Countywide. They are considered experts in all aspects of the general office support functions. Office Specialists perform difficult clerical tasks; answer questions of all degrees of complexity from lower level office support staff, visitors and telephone callers and, when necessary, direct them to other appropriate individuals; create correspondence, reports and documents using a computer; proofread typed material for accuracy, completeness and correct English usage; enter, edit and retrieve data in automated information systems; prepare reports and records that require arithmetic calculations; research and collect data from several sources; gather material for meetings, prepare agendas and type minutes of meetings; make travel arrangements for others; order office supplies; organize and maintain office files; perform other related office tasks as required; and serve as a back-up for clerical co-workers who are absent from the office.

The ideal candidates must be able to perform several tasks simultaneously in fast paced and demanding job assignments; produce considerable amounts of correspondence for long periods of time; be detailed, accurate, complete and timely in their work; adapt to frequent interruptions, rapidly changing priorities and different assignments quickly and efficiently; use computers regularly and proficiently; use appropriate initiative, sound judgment and tact to handle sensitive and confidential discussions and interactions with others; relate effectively with individuals of diverse backgrounds; handle tension-filled and crisis situations effectively; and work well under stress.

NOTE: The eligible list generated from this recruitment may be used to fill future extra-help, term, unclassified, and regular classified vacancies.

Examples Of Duties

• Perform difficult, complex technical and/or specialized office support work, which may require the exercise of independent judgment, the application of technical skills and a knowledge of detailed or specialized activities related to the department to which assigned.
• Research and assemble information from a variety of sources for the completion of forms or the preparation of reports; make arithmetic or statistical calculations.
• Provide information to the public or to County staff that requires the use of judgment and the interpretation of policies, rules or procedures.
• Organize, maintain and purge various departmental files.
• Type correspondence, reports, forms, and specialized documents from drafts, notes, dictated tapes, or brief instructions, using a typewriter, word processor or computer terminal.
• Proofread and check typed and other materials for accuracy, completeness, and compliance with departmental policies and regulations.
• Enter and retrieve data and prepare reports using an on-line or personal computer system; review such reports for accuracy and make corrections as required; operate standard office equipment.
• Oversee and personally perform a variety of office administrative details such as preparing purchase requisitions, arranging for the repair of equipment, transmitting information, and keeping reference materials up to date; may arrange meetings by notifying participants, reserving rooms, making lodging and/or meal arrangements, etc.
• Act as receptionist and receive and screen visitors and telephone calls and direct the caller to the proper person or personally handles the call.
• May train others in work procedures or direct the work of others on a project or relief basis.
• Provide off hours support as required.
• Perform related duties as assigned.

Qualifications

Knowledge of:

• Office administrative practices and procedures, including filing and the operation of standard office equipment.
• Basic business data processing principles and the use of word processing or personal computing equipment.
• Policies and procedures related to the department to which assigned.
• Proper form for typed materials.
• Business arithmetic, including percentages and decimals.
• Correct English usage, including spelling, grammar and punctuation.
• Record keeping principles and procedures.

Skill/Ability To

• Perform technical, specialized, complex or difficult office support work.
• Organize, prioritize and coordinate work activities.
• Read, interpret and apply rules, policies and procedures.
• Organize, research and maintain office files.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Compose routine correspondence from brief instructions.
• Make arithmetic calculations with speed and accuracy.
• Use initiative and sound independent judgment within established guidelines.
• Operate standard office equipment, including a word processor, personal or on-line computer, and centralized telephone equipment.

Note: Specific positions may require the ability to type at a rate of 40 net words per minute from printed copy.

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:

• One year of journey-level office support experience.

TENTATIVE RECRUITMENT SCHEDULE

Applications Received through November 11, 2026 - December 8, 2026

Written Exam Date: Wednesday, December 16, 2026 - Wednesday, December 23, 2026

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 committed to fostering diversity, equity, and inclusion at all levels.

Benefits

We invite you to explore our Benefits-at-a-Glance 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.