Executive Administrative Assistant II

at  San Bernardino County

THE JOB

San Bernardino County is recruiting for Executive Administrative Assistants II, 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.

MINIMUM REQUIREMENTS

Experience: Three (3) 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.
Typing Speed: Must possess a minimum corrected typing/keyboarding speed of 50 WPM.
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 (e.g., Office Assistant II, III, IV, Clerk, Receptionist) is NOT considered qualifying. Qualifying experience is typically equivalent to the San Bernardino County Secretary I classification, and above, providing 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

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.

• 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.
  Human Resources is also accepting applications for Executive Administrative Assistant I and Executive Administrative Assistant III, which all require a separate application. It is to your advantage to review the requirements and apply as appropriate.
  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.
  As an alternative to the traditional benefits package, you may also be eligible to elect the Modified Benefit Option (MBO) that provides an increased base rate of pay (4% above the base rate of pay) with modified benefits. For more detailed information on the MBO for Exempt Group, refer to the MBO - Exempt (Non-Elected) BbBOU - Benefits Summary Guide .