Administrative Assistant II - Confidential - San Mateo County Libraries; and Promotional

Overview

San Mateo County Libraries is seeking a dynamic and highly motivated professional to join our team as an Administrative Assistant II – Confidential.

This is an exciting opportunity to support the leadership of a top-rated, innovative public library system. The ideal candidate will be proactive, flexible, and skilled at balancing a wide range of administrative responsibilities in a fast-paced environment. The role requires sound judgment, initiative, and strong collaboration skills. If you are passionate about public service and excel at handling a myriad of matters with professionalism and discretion, we encourage you to apply.

This position is assigned to the Administrative Office of San Mateo County Libraries and will perform varied, complex, and often confidential administrative tasks in support of the Library Director and executive team.

The ideal candidate will have a bachelor'A0s degree in Business or Public Administration.

The ideal candidate should also be experienced in:

• Providing high-level administrative support to executive-level management.
• Handling and maintaining confidential materials and information.
• Exercising sound judgement in complex or sensitive situations.
• Researching and compiling a variety of informational or statistical material from internal and external sources.
• Project management and overseeing multiple assignments and tight deadlines, while maintaining attention to detail.
• Communicating with all levels of staff, elected officials, community leaders, and members of the public in a diplomatic and politically astute manner.
• Providing information, responding to inquiries, and resolving concerns using good decision-making and knowledge of policies and procedures.
• Displaying superb written communication skills and experience reviewing materials for completeness, accuracy, format, etc.
• Organizing work, setting priorities, and meeting critical deadlines for the division and organization.
• Handling “all the little things” – invoices, scheduling, deadlines, and follow-up, and general support – with a positive attitude.
• Maintaining calendars, scheduling, organizing meetings and events, responding to and initiating correspondence.
• Providing supervision to office staff.

PLEASE NOTE: A resume and cover letter is required along with the completion of the supplemental questions to be considered for this position. Any application submitted without BOTH of these documents will be considered as incomplete and will not advance in the recruitment process.

NOTE: The eligible list generated by this recruitment may be used to fill current and future vacancies.

• Extensive contact with all levels of the organization, the public, our partners, board members, and other officials at the local, county, and state levels.
• Analyzing administrative processes and recommending improvements.
• Conducting research, data gathering, preparing reports, presentations, and other library documents.
• Managing contracts, agreements, and vendor-related processes in compliance with library guidelines.
• Creating timelines, tracking deliverables, and following up on action items.
• Handling confidential information with discretion and integrity.
• Coordinating public records or compliance responsibilities.
• Supporting library board and committee meetings.
• Supporting staff, special projects, and initiatives.

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:

Graduation from an accredited college or university with major work in Public or Business Administration or a closely related field and two years of experience in such fields as accounting, personnel management, office management, or management analysis.

Knowledge of:

• Principles of organization, administration, and supervision.
• Budgeting principles and practices.
• Modern office methods and procedures associated with information technology.

Skill/Ability to:

• Analyze organizational procedures and recommend improvements and prepare and present reports in narrative and graphic form.
• Plan, organize, and supervise the work of clerical personnel…