Administrative Assistant II

At the County of Marin, our employees overwhelmingly report feeling their work is meaningful, they like the work they do, and they are proud to tell people “I work for the County of Marin.” Discover more about us, our values and our organizational culture on the Department of Human Resources website. Read on to find out more about this opportunity.

DEPARTMENT OF HEALTH & HUMAN SERVICES:

At Health & Human Services, we serve our community through the values of support, unity, trust and excellence with one common goal: to promote and protect the health, well-being, safety and self-sufficiency of all in Marin. Join our team of bright, committed, and energetic people who also want to make an impact through public service.

ABOUT THE POSITION: 

This recruitment is a Countywide Promotion Only. Please note that you must have passed the first half of your initial probationary period to be referred for an interview (Personnel Management Regulation 30.5). If you have questions about applying, please contact Cassie Folan at Cassie.Folan@MarinCounty.gov. 

CURRENT VACANCY AND USE OF ELIGIBLE LIST: There is currently one (1) full-time vacancy for an Administrative Assistant II in Behavioral Health and Recovery Services within Health and Human Services.  However, candidates who meet the requirements for this position may be considered for future vacancies in departments throughout the County while this list remains active. We encourage you to apply now if you are interested in Administrative Assistant II assignments in any County Department.

Please Note: Administrative Assistant II vacancies are anticipated in other divisions of Health and Human Services, including Homelessness & Coordinated Care and General Administration (Strategy, Executive and Finance Units). This eligible list will also be used for these vacancies while the list remains active. 

Current Vacancy:

There is one (1) full-time, regular position as Administrative Assistant II within Behavioral Health and Recovery Services (BHRS) is a division of the Marin County Department of Health and Human Services (HHS). BHRS serves Medi-Cal and low income, uninsured individuals and families in need of mental health and substance use support. The priorities and goals of BHRS strive to establish a comprehensive, integrated, and recovery-oriented continuum of evidence-based services that are responsive to community needs, engage multiple systems and stakeholders, encourage community participation, promote system integration, and embrace a comprehensive approach to service delivery. BHRS is a division of the Marin County Department of Health and Human Services. 

The Administrative Assistant II supports the Director of BHRS and is responsible for confidential and complex administrative work related to the daily operations of BHRS. This position works on assignments that are moderately complex in nature, where sound judgment is required in resolving problems and making recommendations. Duties include but are not limited to: serving as the primary administrative point of contact for public inquiries to BHRS, scheduling Division-wide meetings, managing the calendar of the Director of BHRS, developing forms and record keeping systems, preparing agendas and taking detailed minutes of meetings, resolving administrative problems, setting up and maintaining files, scheduling travel, managing purchasing and procurement requests, handling email and telephone communication, and acting as a liaison with other HHS staff and leaders and other departments as needed. This position also serves as the Administrative Secretary to the Behavioral Health Board and Alcohol and Other Drug Advisory Board, both of which are public Boards appointed by the Marin County Board of Supervisors. As Administrative Secretary to those two Boards, this position convenes monthly Executive Committee meetings and full Board meetings, sets up conference rooms and technology for Board meetings, writes the agenda and takes detailed minutes, ensures Board members receive appropriate training in the Brown Act and other relevant statutes, and serves as point person for public inquiries to these Boards. 

If you are invited to the first round of interviews, they will be on April 22 and April 23, 2025.

If you are invited to the second round of interviews, they will be on April 28, 2025.

Our Highly Qualified Candidate: 

The ideal candidate is highly organized, welcomes challenges and change, and has excellent computer and interpersonal skills. The ideal candidate will be self-directed and able to work independently with minimal supervision and will demonstrate resourcefulness, flexibility, and sound judgment in finding solutions to the challenges when making office administration and executive support decisions. The successful candidate will be efficient, customer service oriented, culturally competent, innovative, accurate, and adept at juggling many competing requirements while effectively accomplishing tasks and maintaining a high level of customer service to internal and external stakeholders. This candidate is a proficient user of Microsoft Word, Excel, PowerPoint, Outlook, and Teams, as well as Zoom and other conference/meeting technology, and has experience managing calendars and coordinating meetings and events. The ideal candidate is willing to flex their schedule (or work overtime) to coordinate and attend Board meetings after hours twice per month and Board retreats twice per year. The successful candidate will be dependable and have a demonstrated record of reliability, punctuality, and excellent attendance.

Qualifications

Knowledge of: 

• Standard office administrative practices and procedures including filing and retrieval systems, business correspondence formats and the operation of standard office equipment.
• Standard office applications including word processing, spreadsheet software and database systems.
• Business English including spelling, grammar and punctuation.
• Basic arithmetic.

Some assignments include the following:

• Basic budgetary principals and practices.
• Accounting clerical policies and procedures related to the processing, reconciling and recording of financial records and transactions.
• Procedures and forms related to processing payroll and human resources records.
• Basic principles and practices of staff supervision.

Ability to: 

• Independently perform a variety of routine and complex administrative tasks.
• Learn the organization, services, programs, policies and procedures of the assigned department, committee or board.
• Learn basic organization, structure and function of public agencies, including the roles of elected officials and appointed commissions and committees.
• Maintain highly sensitive and confidential information depending on assignment.
• Interpret, apply and explain departmental and County rules, regulations, ordinances, policies and procedures.
• Independently compose letters and other correspondence.
• Compile and summarize data; prepare reports, correspondence and other materials which may require researching and summarizing information from various sources.
• Monitor departmental contracts and budget accounts including routine expenditures; perform tracking as appropriate.
• Provide lead direction and training or formal supervision to others depending on assignment.
• Process accounting, human resources, payroll and purchasing transactions using an automated enterprise system depending on assignment.
• Perform basic mathematical calculations.
• Prepare and maintain accurate and concise records and reports.
• Communicate effectively both verbally and in written form sufficient to convey information and instructions to the public and other employees in situations requiring tact, courtesy and poise.
• Establish and maintain effective working relationships with those encountered during performance of duties.
• Type at an acceptable rate of speed based on the requirements of the position.

Minimum Qualifications
Any combination of education and experience that would demonstrate possession of the knowledge and skills listed.

Administrative Assistant I: Typically, the equivalent to one year of increasingly responsible administrative support experience relieving managers, supervisors or program administrators of clerical and administrative duties; or three years of increasingly responsible clerical experience.
Administrative Assistant II: Typically, the equivalent to three years of increasingly responsible administrative support experience relieving managers, supervisors or program administrators of clerical and administrative duties. Experience in a public sector or law enforcement environment or dealing with governmental, community and business representatives is desirable.
Administrative Assistant III: Typically, the equivalent to four years of substantial and increasingly responsible administrative support experience which includes at least two years as an advanced journey level administrative assistant providing management level support. Experience in a public sector or law enforcement environment or dealing with governmental, community and business representatives is desirable. College or business school training in a field related to the work is desirable. Experience related to assigned department is preferable.

All applicants will receive email notifications regarding their status in the recruitment process. Please be sure to check your spam settings to allow our emails to reach you. You may also log into your governmentjobs.com account to view these emails. 

Testing and Eligible List: Depending on the number of qualified applications received, the examination may consist of a highly qualified review, application screening, online assessment, written examination, oral examination, performance examination, or any combination to determine which candidates' names will be placed on the eligible list.  The eligible list established from this recruitment may be used to fill the current vacancy, and any future vacancies for open, fixed-term, full-time or part-time positions which may occur while the list remains active.

LiveScan:
SPECIAL REQUIREMENTS
Candidates selected are subject to fingerprinting by the Sheriff's Department and must pass a Department of Justice LiveScan background check prior to appointment.

Disaster Service Workers: All County of Marin employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.
 
Equal Employment Opportunity Employer:  If you have questions regarding equal employment opportunities, please contact Roger Crawford, Equal Employment Opportunity Director, at 415-473-2095.  If you have questions concerning this position announcement, please contact Cassie Folan at Cassie.Folan@MarinCounty.gov.

Salary : $73,496 - $87,926