Job Description

Posting number: E029BV

Department: Environmental Health Services

Division: Environmental Health Services

Job classification: Administrative Assistant I

Posting type: Promotional

Categories: Administration, Environmental Services, Health Services, Project Management, Office and Administrative Support

San Mateo County Health is seeking a well-qualified individual for the position of Administrative Assistant I. The current vacancy is a regular, full-time position with the Environmental Health Services Division (EHS). This position is currently located in San Mateo, CA.

Primary responsibilities will include:

• Organize invoices, gather and import supporting documentation, and route for approvals through COUPA and prepare any emails for subsequent approval of journal entry (JE).
• Create and update PEIDs (vendors); serve as Contract Release /Purchasing Order creator for one-time invoices; process encumbrances for Health/County vendors.
• Run COGNOS reports and update internal documents for budget monitoring; prepare payroll batches and monthly accruals for internal approval and processing; provide backup support for fiscal credit memos of accounts receivable.
• Provide administrative support for contracts under $100,000–$200,000, as applicable.
• Maintain Teams/SharePoint resources; serve as Simple In/Out coordinator; act as Toshiba point of contact for copiers, scanners, and printers; provide backup support for in office administrative -related issues including phone support as needed.
• Maintain office supply inventory and tracking; place Amazon and Office Depot orders, including ergonomic equipment; order business cards.
• Provide support to the management analyst as needed.
• Address non-staff office issues, including facility needs; conduct backflow and sticker audits; complete daily conference room checks.
• Track EHS Administrative meeting attendance and ensure completion is entered into Learning Management System.

Ideal candidate will possess:

• Experience reviewing invoices for completeness and initial coding.
• Experience in using applications such as COUPA and OFAS.
• 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.

Qualifications

County Status:
Only current County of San Mateo or County of San Mateo Superior Court of California employees with at least six months (1040 hours) of continuous service in a classified, regular, probationary, extra-help/limited term positions prior to the final filing date may apply.

Knowledge of

• Working knowledge of sub-professional accounting, bookkeeping and fiscal procedures.
• Modern office methods and equipment.

Skill/Ability to

• Learn quickly the general scope of each of the programs in the department.
• Good judgment.
• Get along well with others.
• Plan, organize, and timely complete the work assigned.
• Work well without close supervision.

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 a degree in Public Administration, Accounting, Political Science, Business Administration or related field OR
• Four years of responsible administrative or supervisory clerical experience which has included bookkeeping or sub-professional accounting duties.

Supplemental information

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

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 San Mateo County, 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 http://jobs.smcgov.org/ to apply. Responses to the supplemental questions must be submitted in addition to our regular employment application form. A resume will not be accepted as a substitute for the required employment application and supplemental questionnaire. Online applications must be received by the Human Resources Department before midnight on the final filing date.

TENTATIVE RECRUITMENT SCHEDULE

Final Filing Date: Thursday, September 10, 2026, by 11:59 PM PST
Application Screening: Week of September 14, 2026

Civil Service Panel Interviews Week of September 28, 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, as an employer, is committed to advancing equity 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.

The County of San Mateo is an equal opportunity employer committed to fostering diversity, equity, and inclusion at all levels.

Analyst: Debbie Kong (08272026) (Administrative Assistant I - E029)