Human Services Agency - Lead Office Assistant; Departmental Promotional

The Human Services Agency (HSA) of San Mateo County is seeking qualified applicants for the position of Lead Office Assistant in the Mid County Regional office located at 1500 Fashion Island Boulevard in San Mateo.

The Lead Office Assistant position is part of the office support series. In general, the duties involve providing lead direction in assigning, directing, monitoring and reviewing the work of Office Assistants performing a wide variety of office support tasks. Additionally, the duties include but are not limited to performing a wide variety of clerical tasks relating to the assigned work unit;

providing difficult or specialized office support work; and assisting with special projects. Essential to the position is an awareness of and commitment to the values of the Human Services Agency.

The key to success in this position will be a proven and demonstrable history of lead and supervisory experience.

In addition to lead experience, the ideal candidate will have:

• Excellent computer skills, including proficiency with Microsoft Word and Excel, and experience using databases and software applications; experience with CalSAWS and MEDS is highly desirable.
• Strong organization, prioritization and multi-tasking skills.
• Successful work experience providing assistance to, reviewing and monitoring staff's work to ensure deadlines are met with quality products.
• Experience in coordinating, assigning and directing work to office support staff responsible for a variety of administrative functions.
• Experience in creating or assisting with the creation of policies and procedures.
• Successful work experience in orienting staff and training them to follow County and departmental processes, policies and procedures.
• Proven skills to work successfully: independently; as a team member; and as a team lead with staff possessing a variety of backgrounds and job classifications.
• Skill in effectively leading and facilitating bi-weekly staff meetings.

Additionally, the ideal candidate will demonstrate:

• Effective leadership.
• Superior interpersonal and customer service skills.
• "Big picture thinking."
• Creative problem-solving.
• A positive professional outlook in a fast-paced and often-times stressful environment.

• Provide lead direction, training and work review to a small office support staff; organize and assign work, set priorities and follow up to ensure coordination and completion of assigned work.
• Provide input into selection decisions, performance evaluations and corrective action matters.
• Develop and implement office processes and procedures.
• Perform difficult or complex office support work and assist with special office projects as assigned.
• Research and assemble information from a variety of sources for the completion of forms or the preparation of reports; make arithmetic or statistical calculations.
• Provide information to the public or to County staff that requires the use of judgment and the interpretation of policies, rules or procedures.
• Organize and maintain various departmental files.
• Type correspondence, reports, forms, and specialized documents from drafts, notes, dictated tapes, or brief instructions, using a typewriter, word processor or computer terminal.
• Proofread and check typed and other materials for accuracy, completeness, and compliance with departmental policies and regulations.
• Enter and retrieve data and prepare reports using an on-line or personal computer system; review such reports for accuracy and make corrections as required.
• Attend to a variety of office administrative details such as ordering supplies, arranging for the repair of equipment, transmitting information, and keeping reference materials up to date.
• Act as receptionist and receive and screen visitors and telephone calls and direct the caller to the proper person or personally handle the call.
• Process forms and record such as work orders, purchase requisitions and others related to the organizational unit; operate standard office equipment.
• Perform related duties as assigned.

An applicant must be a Human Services Agency employee with at least six months (1040 hours) of…