Administrative Assistant I – Limited Term (Open) - County of San Mateo

San Mateo County Health is seeking a well-qualified individual for the position of Administrative Assistant I – Limited Term.
 
The current vacancy is limited term in the Environmental Health Services Division. This position is currently located in San Mateo, CA.
 
Primary responsibilities will include:  

• Processing invoices (initial review for main items like sales tax included and supporting documentation, initial account coding from standard list, routing through approvers up to Accounts Payable)
• Shepherding smaller contracts (under the Board approval threshold) through contracting process, knowledge of internal County (OpenGov) and Procurement processes, tracking of all EHS contracts (less than $50k) for ongoing documentation needs and renewal
• General support/backup for Management Analyst and Fiscal Officer (initiate payroll batch approval, prepare monthly accruals, create Request Buyers, Purchase Orders, and Request Departments in County’s accounting system (OFAS))
• Coordinate Teams/SharePoint and Simple In/Out groups (i.e. initially set up, adding/removing individuals as directed)
• Maintain office supply inventory; Amazon, business cards and Office Dept ergo ordering
• PEID creation based on required documents of new vendors
• Main Point of Contact for Toshiba printers and scanners/copiers
• Administration of Petty cash and reconcile change funds
• Non-staff office issues (i.e. kitchen, supplies, lights, etc.)
• Track purchases over $5k for possible asset inventory inclusion at End of Year
• Data curation of online files
• Meeting attendance tracking for Learning Management System inclusion for attendees
• Backup administrative staff (i.e. phone support) as needed (i.e. when short staffed)

Ideal candidate will possess: 

• Experience reviewing invoices for completeness and initial coding
• Demonstrated ability to remain organized and prioritize several tasks at once
• Ability to listen, summarize, and ask for clarification initially of assigned tasks
• Demonstrated skill and understanding with learning new online workflow based systems
• Ability to work independently 
• Excellent verbal and written communication skills
• Demonstrated ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of work

This is a limited term, at-will position. Limited Term Employees are assigned to assignments not to exceed three years. They receive medical and dental benefits, similar to regular employees, and a defined contribution retirement plan. 
 
Information for current County employees: Current and regular San Mateo County Employees who are interested in this assignment must submit application materials and compete in the selection process. If you are successful in the selection process and are being considered for the assignment, HR will work directly with you and/or your department for options. Please note that there is no guarantee that you will be allowed by your department to rotate into this assignment nor are your departments obligated to allow you to take on this assignment. The salary range for this position is "as is" and non-negotiable.