Executive Administrative Assistant II

$59,301 - $84,365/Yr

San Bernardino County

Full-time

Executive, Legislative, and Other General Government Support

About the position

San Bernardino County is actively seeking qualified candidates for the position of Executive Administrative Assistant II. This role is pivotal in providing comprehensive administrative and secretarial support to high-level officials, including Deputy Directors, Assistant Directors, Department Directors, and members of the Executive Cabinet. The position demands a high level of confidentiality and discretion, as incumbents will be entrusted with sensitive information and will operate in a fast-paced environment that requires exceptional multi-tasking abilities, attention to detail, and outstanding customer service skills at the executive level. The Executive Administrative Assistant II will be responsible for a variety of complex tasks that include composing written correspondence, reports, and budget justifications. This role also involves writing summaries of articles and producing high-level summaries of various legislation and research findings, along with recommending actions based on this information. The assistant will facilitate day-to-day office activities, which encompass typing letters, reports, and agenda items, as well as handling numerical and technical material from notes, drafts, shorthand, or recorded dictation. In addition to these responsibilities, the Executive Administrative Assistant II will serve as a liaison between their supervisor, officials, and the public, requiring tact and sound judgment in various situations. The role includes screening mail, calls, and visitors to assess the nature and urgency of contacts, as well as answering inquiries that necessitate the interpretation and application of departmental policies and procedures. Scheduling meetings and conferences, preparing materials and agendas, and managing the supervisor's calendar are also key components of this position. The assistant may represent their supervisor at meetings and is responsible for making travel arrangements. Moreover, the Executive Administrative Assistant II will review and make recommendations regarding office methods, policies, and procedures, and may devise forms to improve efficiency. Assisting with various projects, including researching, compiling, arranging, and computing data, is also part of the job. The role may involve training office staff in office practices and the use of specialized equipment, as well as directing or coordinating the activities of a clerical support unit. This position is essential for ensuring that the executive office operates smoothly and effectively, contributing to the overall success of the County's administrative functions.

Responsibilities

• Composing written correspondence, reports, and budget justifications.
• Writing summaries of articles and producing high-level summaries of various legislation and research findings.
• Facilitating day-to-day office activities including typing letters, reports, and agenda items.
• Serving as a liaison between supervisor, officials, and the public in situations requiring tact and judgment.
• Screening mail, calls, and visitors to determine the nature and urgency of the contact.
• Answering inquiries requiring the interpretation and application of departmental policies and procedures.
• Scheduling meetings and conferences; preparing materials and agenda; representing supervisor at meetings.
• Keeping supervisor's calendar; scheduling appointments and making travel arrangements.
• Reviewing and making recommendations regarding office methods, policies, and procedures; devising forms.
• Assisting with various projects which includes researching, compiling, arranging, and computing data.
• Training office staff in office practices and use of specialized equipment.
• Directing or coordinating the activities of a clerical support unit.

Requirements

• 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.
• Experience operating in a work environment that requires a high level of confidentiality and discretion.
• Duties included collecting and analyzing information, drafting reports based upon data analysis, and preparing agendas.
• Must possess a minimum corrected typing/keyboarding speed of 50 WPM.
• A Bachelor's degree 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.

Benefits

• Modified Benefit Option (MBO) that provides an increased base rate of pay (4% above the base rate of pay) with modified benefits.