County Executive Officer Manager (Open and Promotional)

$50.85 – $63.57 /Hour
$8,814 – $11,019 /Month
$294,070- $367,640 /Year

FINAL DATE FOR FILING:  February 27, 2023

THE POSITION
The County Executive is seeking well qualified candidates for the position of County Executive Office Manager.

Reporting directly to the County Executive, the Office Manager is a key figure in the successful operation of the office of the County Executive.  The Office Manager will provide complex administrative and executive support for the County Executive, manage a fluid, ever-changing executive calendar, coordinate the daily tasks of the County Executive, assist the County Executive in readiness for a variety of daily meetings assist with written communication, and help coordinate the assignments given to other executives by the County Executive.

Additionally, the Office Manager will provide agenda, meeting, and general office support for the Board of Supervisors (BOS).

The highly qualified candidate for this position will have a demonstrated history of supporting a highly dynamic executive and experience in successfully managing the operations and activities of an executive’s office. 

The ideal candidate will also have excellent communication and interpersonal skills and be able to work effectively with all staff throughout the organization, with community members, and with external stake holders.

Additionally, the ideal candidate will be proactive and demonstrate initiative by being "one step ahead", anticipating the needs of the County Executive. The ideal candidate will also have demonstrated success using independent judgment and tact and taking decisive action.

In addition to the characteristics mentioned above, this position also requires:

• Exceptional customer service skills
• Exceptional writing and proofreading skills
• A keen ability to work well under pressure and meet deadlines
• Superior organizational skills, analytical skills, and attention to detail
• The ability to collaborate easily and effectively
• Proficiency with Outlook, Zoom, MS Teams, and the Microsoft Word Office Suite

Examples Of Duties:
In general, duties may include, but are not limited to, the following:

• Participate in planning, directing, and monitoring activities for the County Executive
• Participate in coordinating and implementing the goals, objectives, policies, and priorities set forth by the County Executive for the office
• Develop and implement procedures and direct administrative activities for the County Executive
• Maintain the County Executive’s dynamic calendar
• Prepare materials for the County Executive’s meetings
• Prepare confidential memos, letters, and other materials
• Maintain administrative memos and Board memos
• Manage confidential files
• Answer incoming calls to the County Executive
• Receive citizens’ complaints and inquiries regarding county departments and communicate these to the County Executive and the relevant department director
• Maintain inquiries received through mail, FAX, or delivered in person, and route these to the County's Attorney's Office and to the relevant department head
• Distribute information to the Board of Supervisors, Board of Directors, department heads, etc.
• Provide office and technical support to members of the Board of Supervisors (BOS) and their Legislative Aides
• Act as liaison to County department heads, department staff, and city managers and their staff
• Organize and schedule in-person meetings and Microsoft Teams and Zoom meetings, including meetings with the County Executive and various staff members
• Send “ALL COUNTY” emails for the County Executive
• Manage general office functions, such as issuing temporary keycards, ordering office supplies, and contacting Facilities for repairs and office issues
• Recommend appropriate actions to improve office efficiency and implement adopted changes
• Assist managerial and confidential personnel on procedural and technical matters
• Plan office events for both the County Executive's Office and the Board of Supervisors
• Perform related duties as assigned

QUALIFICATIONS
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:

• Experience: Four years of increasingly responsible experience performing a wide variety of administrative duties in a large, complex public agency, especially in support of a government official or high-level executive

Knowledge of:

• Office management and administrative practices and procedures, including work planning and organization
• Office practices, including records management and the operation of standard office equipment
• Basic principles and practices of public administration and governmental systems
• Principles, practices, policies, procedures, and terminology related to Office of the County Executive and its administration and organization
• Applicable laws, ordinances, rules, and regulations
• English usage, style/format of business correspondence, spelling, grammar, and punctuation

Skill/Ability to:

• Coordinate a wide variety of support activities
• Anticipate and respond to the needs of a dynamic County Executive
• Communicate effectively both orally and in writing
• Coordinate activities with all other County departments, programs, and/or outside organizations
• Direct and participate in the analysis of a wide variety of moderate to complex administrative/operational problems and make effective operational and/or procedural recommendations
• Interpret County policies, guidelines, and procedures; develop recommendations for improvements, as necessary
• Read and interpret rules, policies, and procedures
• Organize, prioritize, and coordinate multiple activities to meet critical time deadlines
• Use initiative and sound independent judgement within general policy guidelines
• Research, compile, and summarize a variety of informational materials
• Develop and maintain effective working relationships with all employees, members of the public, and representatives of other offices and agencies

APPLICATION/EXAMINATION
This is an Open and Promotional recruitment.  Anyone may apply.  Current County of San Mateo employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, Confidential and Management extra-help/limited term, and SEIU or AFSCME represented extra help/limited term position prior to the final filing date will receive five points added to their final passing score on this examination.
 
Applications for this position will only be accepted online. If you are currently on the County's website, you may click the 'Apply' button. If you are not on the County's website, please go to https://jobs.smcgov.org to apply.  

In additional to completing the County of San Mateo Employment Application and the Supplemental Questionnaire, please attach a:

• Cover Letter describing your interest in the position
• Resume

The examination process will consist of a computer-based proofreading, editing, and writing examination (weight: pass/fail).  For those applicants who base the computer-based exam, there will be an Application Screening (weight: pass/fail) based on the candidates' application and responses to the supplemental questions. Candidates who pass the application screening will be invited to participate in a panel interview (weight: 100%). 

All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination process. 
 
~ TENTATIVE RECRUITMENT SCHEDULE ~

• Deadline for Applications: February 27, 2023
• Written/Computer-Based Exam: March 1-6, 2023
• Application Screening: March 7-9, 2023
• Panel Interview: March 22 and/or 23, 2023

At the County of San Mateo, we take pride in the way our employees bring together their diverse backgrounds, experiences, and perspectives to serve our community’s needs.
The County is an Equal Employment Opportunity Employer.

HR Contact: Chet Overstreet (02082023) (County Executive Office Manager – D003)

County Executive Officer Manager (Open and Promotional) Supplemental Questionnaire

1. IMPORTANT: For your application to receive every consideration in the selection process, you must complete each of the following Supplemental Questions. Your responses will give us information about your background and experience related to this position and will be rated heavily in the Application Screening process.
   
   Be concise, yet thorough, and specific. Neatness, clarity of expression and the ability to follow instructions will be considered in the evaluation process.
   
   A resume will not be accepted in lieu of your answers to the questions.
   
   I have read and understand this information.


2. Describe how your education and experience have prepared you for this position.  Please be specific about your experience supporting high-level executive(s).


3. Describe your work-related interactions with members of a diverse public and with high-level elected officials or executives.


4. Please describe a highly sensitive issue you were required to resolve.  What was the issue and how did you resolve the situation?


5. Describe your techniques for staying organized, meeting deadlines, and managing an executive’s demanding calendar.  In addition, share your experience drafting and proofreading documents for a busy executive.