Administrative Assistant II - Confidential (Departmental Promotional Only)

San Mateo County Emergency Management (SMC EM) invites qualified candidates to join a team that serves 775,000 residents across 20 cities and 18 unincorporated communities. Under general direction of Department leadership, the Administrative Assistant II supports day-to-day operations by combining expertise in contract and procurement administration, invoice tracking and payment, complex and time-sensitive executive correspondence, interagency coordination, and Department-wide schedule management.

You'll structure solicitations, develop and monitor agreements, and track performance while building and maintaining trusted relationships with partners and vendors. This position keeps the County's agreements well structured, compliant, and aligned with the Department's strategic goals and the needs of the communities SMC EM serves. You'll also monitor expenditures and progress toward established objectives, coordinating closely with Department leadership, the Fiscal Management Analyst, and other team members who work with grants, contracts, budgeting, finance, and performance.

Success in this position requires precision in contract and procurement processes, strong attention to detail, the ability to track information, actions, and deadlines, and skill in working with a broad range of internal partners and external stakeholders. The position may require occasional evening or weekend meetings to support executive and partner engagement efforts.

This is a confidential classification. The position performs varied, complex, and often confidential administrative tasks in support of the Director and executive team, including materials related to personnel transactions, payroll, budgets, and labor relations. Sound judgment and discretion in handling sensitive information are required at all times.

The ideal candidate will possess the following:

• Demonstrated success with RFPs, contract negotiation, and compliance in a public or nonprofit setting.
• Demonstrated success in contract development and monitoring.
• Strong interpersonal and communication skills (oral, written, and presentation); able to build trust across teams and departments.
• A proven record of working independently, setting priorities, and staying resourceful in problem-solving.
• Attention to detail and follow-through; comfortable with deadlines and competing demands.
• Familiarity with public administration principles, vendor performance management, and data-informed decision-making.
• Ability to maintain effective working relationships with executives, partners, and community members.
• Experience managing high-volume workloads and shifting priorities.
• Comfort proposing solutions and improving processes to keep the Department effective and efficient.
• A record of handling confidential materials and sensitive information with discretion and integrity.

The Administrative Assistant II will be responsible for:

Procurement and Contracts

• Drafting and managing Requests for Proposals (RFPs) and other solicitations; coordinating reviews and timelines.
• Developing, negotiating, and administering contracts, amendments, Board memos, and resolutions; ensuring compliance with County policies, funding terms, and legal requirements.
• Monitoring performance, budgets, and invoicing; verifying deliverables against metrics and scopes of work; resolving variances and recommending corrective actions.
• Tracking and paying invoices; reconciling budget information against approved contracts and grants.
• Partnering with the Fiscal Management Analyst on procurement and grants data management, analysis, and reporting.

Interagency Coordination and Executive Support

• Working with Emergency Services Council member agencies and representatives on annual invoices, regular meeting participation, and agenda development and execution, consistent with State and County public meeting requirements and other applicable regulations.
• Tracking requests from SMC EM commitments to emergency management, law, fire, and other partners, in coordination with Department leadership, project leads, and duty officers.
• Planning and developing presentations, agendas, and reports that meet SMC EM plain language, branding, and style expectations.
• Serving as a principal point of contact for executive correspondence and problem resolution; managing executive and Department calendars, including calendaring executive-level meetings.

Department Administration

• Supervising the office services and business management activities of the Department, including functions such as purchasing, budgeting, payroll, and personnel transactions.
• Supporting the development of performance measures for a smaller section or department.
• Conferring and coordinating with administrative staff outside the Department, and with the cities in the county, on a variety of administrative matters.
• Preparing procedures manuals and assisting in the preparation of other departmental publications.
• Handling confidential information with discretion and integrity, including materials related to personnel, payroll, and labor relations.
• Performing related duties as assigned.

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:

Graduation from an accredited college or university with major work in Public or Business Administration or a closely related field and two years of experience in such fields as accounting, personnel management, office management, or management analysis.

Knowledge of:

• Principles of organization, administration, and supervision.
• Budgeting principles and practices.
• Modern office methods and procedures associated with information technology.
• Principles and practices of professional accounting, bookkeeping, and fiscal procedures.

Skill/Ability to:

• Analyze organizational structures, recommend procedural changes, and prepare and present reports in narrative and graphic form.
• Establish and maintain accounts and budgetary controls.
• Learn quickly the laws and rules governing the operations of the department to which assigned.
• Interpret and explain laws and rules to subordinates, other County departmental staff, and the general public.
• Plan, organize, and supervise the work of clerical personnel effectively.

Disaster Service Worker

All County employees are designated Disaster Service Workers under California Government Code. During declared emergencies or disasters, employees may be assigned duties outside their normal scope of work to support response and recovery operations. Emergency assignments will be consistent with the employee's training and qualifications.

Departmental Promotional Only. Only current County of San Mateo employees in the Department of Emergency Management with at least six months (1040 hours) of continuous service in a classified regular, probationary, or extra-help/limited term position prior to the final filing date may apply.

Responses to supplemental questions on the online application is required and must be submitted. A resume or reference to a resume will not be accepted as a substitute for your responses to these questions or the standard online application. 
 
The examination process will consist of 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 a panel interview (weight: 100%). Depending on the number of applicants, an application appraisal of education and experience may be used in place of other examinations, or further evaluation of work experience may be conducted to group applicants by level of qualification. All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in the County of San Mateo, California, and applicants must participate at their own expense.
 
IMPORTANT: 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. Responses to the Supplemental Questionnaire must be submitted in addition to the standard County employment application form. A resume will not be accepted as a substitute for the required application materials. Online applications must be received by the Human Resources Department before midnight on the final filing date.

How to Apply:
To apply for this opportunity, the following materials must be submitted in addition to the standard Employment Application form:

• Resume
• Cover letter with responses to the following questions (no longer than 3 pages):

1. 1. Describe your experience drafting, monitoring, and managing contracts or procurement processes. Include examples of the types of agreements you've handled, how you kept them compliant, and how you maintained accuracy and communication throughout.
   2. As an Administrative Assistant II you'll work with stakeholders across SMC EM, other County departments, partner agencies, and the public. Provide an example that demonstrates your experience in a similar environment and highlights your interpersonal, communication, and coordination skills.
   3. Provide an example of a time when you had to coordinate multiple activities and report to several individuals simultaneously. How did you track your progress, monitor your workload, and establish priorities? Be specific.

Tentative Recruitment Timeline:
Final Filing Date: Friday, September 25, 2026, by 11:59 PM PST
Application Screening: Week of September 28, 2026
Panel Interviews: Week of October 5, 2026

About the County
San Mateo County is centrally located between San Francisco, San Jose, and the East Bay. With over 750,000 residents, San Mateo is one of the largest and most diverse counties in California and serves a multitude of culturally, ethnically and linguistically diverse communities.

The County of San Mateo is committed to advancing equity in order to ensure that all employees are welcomed in a safe and inclusive environment. The County seeks to hire, support, and retain employees who reflect our diverse community. We encourage applicants with diverse backgrounds and lived experiences to apply. Eighty percent of employees surveyed stated that they would recommend the County as a great place to work.
County of San Mateo is an equal opportunity employer committed to fostering diversity, equity and inclusion at all levels.

HR Analyst: Lealoa Numera (09112026) (E090 - Administrative Assistant II - Confidential)