The City of San Mateo Police Department is looking for an Administrative Assistant
Why Join our Department?
The San Mateo Police Department is seeking a candidate to join our diverse and outstanding group of people dedicated to providing exceptional public service. The Police Department is committed to improving the quality of life and solving problems while protecting our community through professionalism, integrity, and excellence. We strive to be the model police agency that others will emulate and a leader in the County and in our profession, adopting creative and innovative strategies to prevent crime and support those most in need. We will continue to do this through using cutting-edge technology, finding creative solutions to problems, respecting individual rights, and conducting fair and non-biased policing.
Look to some of the reasons why the City of San Mateo is a great place to work: https://www.youtube.com/watch?v=_GTIzeSpc_g
What You’ll Do
The Administrative Assistant performs a wide variety of complex and difficult clerical and secretarial duties for a major division, office, City Boards, Commissions, or Council. This is the journey level class in the Clerical series. Positions at this level are distinguished from other classes within the series by the difficulty and complexity of duties assigned. Employees perform some of the more difficult and responsible types of duties assigned to classes within this series, including sole clerical support of a division or the supervision of lower level clerical positions in the management of a major department function. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility. Work requires a thorough knowledge of a body of technical information beyond standard policies and procedures, the use of independent judgment in applying the body of technical information in the performance of an important department function and complete responsibility for the function with review by management only on overall results. This Administrative Assistant will work at the Police Department.
Depending upon assignment, duties may include, but are not limited to, the following:
· Type and proofread a wide variety of reports, letters, memos and statistical charts, typing from rough draft or transcribing machine recordings; transcribe dictation.
· Independently compose correspondence related to responsibilities assigned.
· Apply applicable policies and procedures in determining completeness of applications, records and reports; provide information and forms to the public; collect and process appropriate information.
· Respond to complaints and requests for information on regulations, procedures, systems and precedents relating to responsibilities assigned; issue, receive, type and process various applications, permits and other forms.
· Work with several other departments supervising and ensuring the timely processing of permits, applications, or other items.
· Implement and assist in developing procedures and policies related to functions assigned.
· Research, compile, assemble and analyze data for special projects and a variety of statistical, financial and narrative reports.
· May serve as Administrative Assistant to a Board or Commission as a part of the overall clerical support function within the office to which assigned; attend meetings of a Board, Commissions or the Council; record, transcribe, type and distribute minutes of meetings.
· Research, compile and analyze data for special projects and a variety of statistical, financial and narrative reports; compile budget requests.
· May plan and assign the work of several clerical personnel in the performance of one or more important department functions or independently perform all of the clerical work of a department function; review work upon completion for conformance to established requirements.
· Coordinate and participate in the preparation and processing of agendas; ensure that staff reports are typed; ensure that agenda packet is complete including all staff reports and related supporting documents; coordinate the duplication, collation, and distribution of agenda packets.
· Ensure that meeting facilities are prepared.
· Prepare and distribute notices, action reports, letters, and other correspondence as required by action taken in the meetings.
· Maintain files of records related to the Board, Commission, or Council proceedings and activities.
· Sort and file documents and records, maintaining alphabetical, index, and cross-reference files.
· Act as receptionist; answer the telephone and wait on the general public, giving information on department policies and procedures as required.
· Maintain a variety of statistical records; input, format, and process statistical data; check and tabulate data; prepare simple statistical reports.
· Maintain personnel and payroll records of departmental personnel; process a variety of forms to initiate changes in records.
· Maintain inventory records; process purchase requisitions; maintain purchase records; resolve errors in orders received and invoices.
· Order office supplies; submit expense claims.
· Receive, sort and distribute incoming and outgoing correspondence.
· Perform general clerical work including filing, scheduling appointments, and processing personnel, payroll and purchasing information.
· May maintain petty cash fund; accept payment of fees; maintain and process cash records.
· May perform Notary Public duties.
The Administrative Assistant receives general supervision from professional or management personnel or a higher level clerical position and may exercise direct or functional and technical supervision over lower level clerical positions.
For a complete list of duties, reference our job specifications at www.cityofsanmateo.org
Who You Are
· You possess knowledge of the basic principles of supervision and training; business letter writing and basic report preparation; English usage, spelling, grammar and punctuation; modern office methods, procedures, practices and computer equipment; principles and procedures of record keeping; and general statistical procedures.
· You possess the ability to perform responsible and difficult secretarial work involving the use of independent judgment; type at a speed necessary for successful job performance; transcribe dictation at a speed necessary for successful job performance; learn department policies, procedures, organization and operating details and understand the organization and operation of City government and of outside agencies as necessary to assume assigned responsibilities; learn, understand, interpret and apply a body of technical information beyond normal department policies and procedures; plan and assign work and train other clerical employees; independently prepare correspondence and memorandums; operate a variety of office equipment including a word processor and/or computer terminal; communicate clearly and concisely, both orally and in writing; understand and carry out oral and written directions; and establish and maintain cooperative working relationships with those contacted in the course of work.
What You Bring
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. Typical ways to obtain the knowledge and abilities would be:
· One year of general clerical experience comparable to that of a journey level clerical class in the City of San Mateo.
· Equivalent to the completion of the twelfth grade supplemented by specialized clerical training.
Special Licenses or Certificates:
· Some positions in this class may require a Notary Public Commission.
Bonus Points:
· Experience with the Workday software platform
· Experience working for a municipal police department
· Experience with using the Visio software platform
Are You Ready? Apply.
Submit an online application, résumé (recommended), and supplemental questionnaire at www.calopps.org/city-of-san-mateo or to the Human Resources Department, City of San Mateo, 330 W. 20th Avenue, San Mateo, CA 94403, (650) 522-7260.
Application Deadline
Recruitment will close on Friday, January 31, 2025, at 5 p.m. or upon receipt of the first 50 applications, résumés, and supplemental questionnaires, whichever occurs first.
Examination Process
All applications, résumés (recommended), and supplemental questionnaires received will be reviewed for minimum qualifications. Résumés are recommended but do not take the place of a completed employment application. A fully completed application is required; a résumé does not replace the information required on the employment application, including work history. Applications with "see résumé" as a substitution for the work experience description, those with none or unclear current/past employment information, or those with insufficient information to evaluate possession of minimum qualifications will not be considered; missing information cannot be assumed. A limited number of the most highly qualified applicants will be invited to participate in the examination process, which may consist of an oral panel interview, written exercise, training and experience application review, or in the form of a practical demonstration of skill and ability, or any combination of these; an in-person oral board is tentatively scheduled for Thursday, February 20, 2025.
An eligible list will be established for those who pass the examination process. Current and future vacancies may be filled from this list. The list will remain in effect for at least six months with the possibility of an extension for an additional six months. Once placed on an eligible list, and at the time a vacancy occurs, eligible candidates may be contacted by the hiring department and scheduled for additional department interviews.
Date Posted: January 16, 2025
Note: The City of San Mateo reserves the right, at its discretion, to limit the number of qualified candidates invited to the selection process. ALL RESPONSES WILL BE CONDUCTED VIA THE EMAIL ADDRESS PROVIDED IN YOUR ONLINE APPLICATION. Therefore, it is imperative that you provide an email address to which you have access, and it is recommended that you frequently check your email for notices from: sanmateo@CalOpps.org
Fine Print
Prior to hire, candidates will be required to successfully complete a pre-employment process, including a driving record review, reference check, and Department of Justice (DOJ) and Federal Bureau of Investigation (FBI) background checks. A conviction history will not necessarily disqualify an applicant from appointment. Candidates selected by the Police Department shall successfully undergo a comprehensive background investigation prior to appointment.
The policy of the City of San Mateo is to grant equal employment opportunity to all qualified persons without regard to race, color, sex, age, religion, ancestry, physical or mental disability, sexual preference, marital status, or national origin. It is the intent and desire of the City of San Mateo that equal employment opportunity will be provided in recruiting, hiring, training, promoting, wages, benefits, and all other privileges, terms and conditions of employment.
In compliance with the Americans with Disabilities Act, applicants requiring accommodations for any part of the testing or recruitment process must notify lcoles@cityofsanmateo.org or (650) 522-7264 seven (7) days in advance of the deadline for the part of the process requiring accommodations. Do not upload any documents related to your request for accommodation in CalOpps. The City of San Mateo complies with employment provisions of the Americans with Disabilities Act.
