Executive Administrative Assistant III

$65,062 - $92,726/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 III. This role is pivotal in providing comprehensive administrative and secretarial support to high-level officials such as 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 III will be responsible for a variety of complex tasks that include composing written correspondence, reports, and budget justifications. This role also involves summarizing articles, producing high-level summaries of legislation and research findings, and making recommendations based on these analyses. Daily office activities will be facilitated by the assistant, which includes typing letters, reports, and agenda items from various sources such as notes, drafts, shorthand, or recorded dictation. In addition to these responsibilities, the assistant 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 urgency of contacts and responding to inquiries that necessitate an understanding 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 as needed. Moreover, the Executive Administrative Assistant III will review and recommend improvements to office methods, policies, and procedures, and may assist in training office staff in various practices and the use of specialized equipment. There is also the potential for directing or coordinating the activities of a clerical support unit, making this a multifaceted role that requires a proactive and organized individual.

Responsibilities

• Composing written correspondence, reports, and budget justifications.
• Writing summaries of articles and producing high-level summaries of 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.
• Screening mail, calls, and visitors to determine the nature and urgency of the contact.
• Scheduling meetings and conferences; preparing materials and agenda.
• Keeping supervisor's calendar; scheduling appointments and making travel arrangements.
• Reviewing and making recommendations regarding office methods, policies, and procedures.
• Assisting with various projects including 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

• 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.
• Experience in a work environment that requires a high level of confidentiality and discretion.
• Duties included collecting and analyzing information, drafting reports based on 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 fields 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.