Administrative Assistant II (Executive Level) - HHS General Administration

ABOUT US

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 here . 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

The Marin County Department of Health and Human Services (HHS) is recruiting for two full-time Administrative Assistant II positions to provide executive-level support within the General Administration Division. One position is a regular hire supporting the Chief Operating Officer (COO), and the other is a two-year, fixed-term role supporting the Chief Strategy Officer (CSO). These roles are ideal for detail-oriented professionals who thrive in dynamic environments and are committed to public service.

Administrative Assistant IIs perform a wide range of complex administrative tasks requiring initiative, discretion, and sound judgment. Both positions involve scheduling, correspondence, meeting coordination, documentation management, and internal communications. The ideal candidates will be highly organized, collaborative, and skilled at balancing multiple priorities in a professional setting.

Position 1: Executive Support to the Chief Operating Officer (Regular Hire Ongoing)

This position supports the Chief Operating Officer and the HHS Operations Team, which oversees key internal service areas such as Human Resources, Compliance, Facilities, Grants & Contracts, and Technology. Responsibilities include calendar and meeting management, document preparation, travel coordination, and acting as a liaison to internal and external partners.

The role also assists with operational processes such as onboarding and offboarding, LiveScan administration, NeoGov and TalentQuest updates, supply and invoice processing, CalCard reconciliation, and performance evaluations record updates. This position may also provide lead direction to clerical staff and contribute to workflow and systems improvements.

This is a great opportunity for someone who enjoys behind-the-scenes work that directly supports the department’s ability to deliver high-quality, equitable services to the community.

Position 2: Executive Support to the Chief Strategy Officer (Regular Hire Fixed-Term Through April 24th, 2027)

This position supports the Chief Strategy Officer and the Strategy Team, whose work spans strategic planning, policy and legislative affairs, CalAIM implementation, equity and community engagement, and measurement, learning, and evaluation (MLE).

The Administrative Assistant II will manage the CSO’s calendar, coordinate meetings and communications, support data presentation efforts, maintain records, and assist with purchasing and procurement requests. The role includes regular engagement with internal leadership and external stakeholders and may require occasional participation in events or meetings outside of standard business hours.

This position plays a key role in helping implement the HHS 2025-2028 Strategic Plan, with a strong emphasis on equity, continuous improvement, and meaningful community connection.

Fixed-Term:
This is a fixed-term position. This position is budgeted through April 24th, 2027. However, there may be opportunities for the hired individual during this time-period to move to a regular, ongoing position as other vacancies or promotional opportunities occur, or the position may be funded and convert to an ongoing position. Fixed-term employment ends when the position’s funding finishes, or the work is completed. Employees in these positions are exempt from the County’s policies regarding lay-off order and reduction-in-force rights.

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

ABOUT YOU

Our Highly Qualified Candidate

The ideal Administrative Assistant II is a reliable, organized, and adaptable professional who thrives in a fast-paced, service-oriented environment. They bring strong attention to detail, excellent communication skills, and sound judgment in handling sensitive information and competing priorities. Skilled in using enterprise financial software and office applications (such as Outlook, Word, Excel, Teams, and videoconference tools such as Zoom), this individual is quick to learn new systems and embraces opportunities to support executive leaders and cross-functional teams with professionalism and care.

They are comfortable working independently and collaboratively, with a proactive approach to streamlining workflows, solving problems, and providing outstanding support to colleagues, community partners, and County leadership. Whether coordinating meetings, maintaining documentation, or responding to internal and external requests, this candidate consistently demonstrates discretion, initiative, and a commitment to public service.

Position-Specific Qualities

Administrative Assistant II - HHS Operations (Regular Hire)

This candidate thrives on creating structure, improving administrative systems, and providing seamless support to leadership and internal service teams. They are especially skilled at managing transactional workflows such as invoice processing, onboarding and offboarding tasks, CalCard reconciliation, and administrative tracking in enterprise systems like NeoGov, TalentQuest, and MUNIS. A calm and confident presence, they are approachable, resourceful, and capable of providing lead direction or support to clerical colleagues when needed.

Administrative Assistant II - HHS Strategy (Fixed-Term)

This candidate is highly adaptable and comfortable navigating evolving priorities in a strategic and externally facing division. They are detail-oriented, proactive, and skilled in managing executive calendars, preparing materials for meetings, and supporting communications across diverse audiences. Proficiency with meeting platforms (e.g., Zoom, Teams) and experience coordinating complex logistics are essential. They bring cultural competence, initiative, and a customer-service mindset to every interaction and are known for reliability, punctuality, and sound judgment in supporting executive-level functions and community-facing work.

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 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.

PLEASE NOTE: The benefits described herein do not apply to temporary (contingent) or to part-time employees that work less than 50%.

COUNTY OF MARIN BENEFITS: GENERAL
Below are some of the excellent benefits the County offers. More information about our benefits can be found on the Marin County's Benefits Homepage .

Paid Time Off : Competitive vacation accrual; 12 holidays per year; and generous sick leave accruals. Additional types of paid leaves are available for some bargaining units.

Health Plan : Choice of four health plans (two Kaiser HMOs, Western Health Advantage HMO, and an Anthem Blue Cross PPO) along with dental through Delta Dental PPO, and vision through Vision Service Plan (VSP). There is a County contribution toward the premiums (the contribution amount varies depending on coverage tier elected such as employee only, employee + 1, employee + family). Plus, the County offers excellent Life Insurance, Disability, Flexible Spending Plans, a Dependent Care Assistance Program, professional development and more.

Retirement : Defined benefit plan under the County Employees Retirement Act of 1937. More information can be found online at www.mcera.org.

IRS 457 Plan : Choice of pre-tax or post-tax (Roth) employee contribution up to the IRS annual maximum.

Retiree Medical : The County provides access to group health plan coverage to eligible retirees.

For specific questions regarding the employment process, please contact Human Resources at (415) 473-6104. For additional details about the benefits or retirement, please contact the Benefits Division at (415) 473-2197.

*IMPORTANT NOTE: Benefits described herein do not represent a contract and may be changed without notice.

Closing Date/Time: 6/27/2025 11:59 PM Pacific

• 

• County of Marin

• (415) 473-6104

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