Executive Administrative Assistant III - Special Districts*

The Job

The San Bernardino County - Special Districts Department is recruiting for an Executive Administrative Assistant III - Special Districts* to provide high-level administrative support to a Department Director or equivalent. This position performs a variety of highly responsible and complex administrative duties requiring the interpretation of County policies and procedures, the handling of confidential and sensitive information, and the exercise of sound judgment and discretion. Incumbents work in a fast-paced environment while coordinating executive-level administrative functions and serving as a key point of contact for departmental staff, County officials, and the public.

Key responsibilities include:

• Researches, compiles, drafts, and organizes information for reports, recommendations, presentations, and special projects.
• Serves as a liaison between executive management, County officials, staff, outside agencies, and the public in matters requiring tact, professionalism, and sound judgment.
• Screens calls, mail, and visitors; responds to inquiries requiring the interpretation and application of County and departmental policies and procedures.
• Coordinates and manages Board of Supervisors agenda items, ensuring documents are accurately prepared, reviewed, assembled, and submitted within established timelines.
• Manages executive calendars, schedules meetings and conferences, prepares agendas and meeting materials, and coordinates travel arrangements.
• Composes, proofreads, and edits correspondence, reports, agenda items, and other administrative documents for accuracy, grammar, format, and compliance with County standards.
• Reviews office methods, policies, and procedures and recommends process improvements to enhance administrative operations.
• Relieves executive management of administrative details by monitoring budgets, processing personnel-related documents, travel claims, and other administrative activities.
• Oversees, trains, and provides guidance to administrative support staff on office procedures and administrative practices.
• Prepares and distributes meeting minutes and maintains confidential records and files.

For more detailed information, refer to the Executive Administrative Assistant III - Fire/SDjob description.

EXCELLENT BENEFITS

To review job- specific benefits, refer to:

Summary of Benefits
Memorandum of Understanding (MOU)

CONDITIONS OF EMPLOYMENT

Pre-Employment Process: Prior to appointment, applicants must pass a background investigation which includes verification of employment history and education, fingerprinting, physical exam, and drug screening.

Visa Sponsorship: Please note San Bernardino County is not able to consider candidates who will require visa sponsorship at the time of application or in the future.

Work Environment: Incumbents must operate with a high level of confidentiality and discretion when performing job duties.

Travel: Travel throughout the County may be required and employees will be required to make provisions for such transportation.

Minimum Requirements

Experience: Four (4) years of full-time equivalent highly responsible, and complex administrative assistant experiencein support of a specified executive-level professional or administrative position(s) operating in a work environment that requires a high level of confidentiality and discretion where duties included collecting and analyzing information, drafting reports based upon data analysis and preparing agendas.

Substitution: Bachelor’s in public/business administration, management, behavioral/social science, accounting/finance or other relevant field of study may substitute for one (1) year of the required administrative assistant experience.

IMPORTANT NOTE: General clerical experience is NOTconsidered qualifying. Qualifying experience is typically equivalent to providing direct support to a specified executive-level professional or administrative position(s**) (e.g., Board Office, County Administrative Office, Chief Executive Officer, Agency Director, Department Head, Division Chief).

Desired Qualifications

The ideal candidate will have:

• Experience processing Board of Supervisors agenda items and coordinating agenda packages within established deadlines.
• Public Works experience and familiarity with departmental operations.
• Excellent interpersonal, verbal, …