SECRETARY OF STATE
CAREER EXECUTIVE ASSIGNMENT
EXAMINATION ANNOUNCEMENT

California State Government supports equal opportunity to all regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, medical condition or pregnancy. It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.

DEPARTMENT: SECRETARY OF STATE RELEASE DATE: Tuesday, July 30, 2013
POSITION TITLE: Chief, Management Services Division FINAL FILING DATE: Tuesday, August 20, 2013
CEA LEVEL: CEA A EXTENDED FINAL FILING DATE: Tuesday, August 27, 2013
SALARY RANGE: $ 7,815.00 - $ 8,874.00 / Month BULLETIN ID: 07302013_2

POSITION DESCRIPTION
Under the broad direction of the Deputy Secretary of State for Operations, the Chief, Management Services Division is responsible for the following:

• Reviews, evaluates, recommends and approves policies, programs and procedures governing the operations of the Budget and Accounting functions, Business Services, Human Resources, Building Operations and the Safe At Home Program.

• Serves as SOS primary liaison to control agencies, legislative consultants and the Legislative Analyst’s Office and testifies at budget hearings. Conducts meetings, conference calls and/or generates correspondence on sensitive legislative budget proposals, personnel matters, program audits, and general administrative functions. Negotiates difficult contract service agreements.

Develops and administers policy regarding accounting, budgeting, human resources, business services, building operations, and the Safe At Home Program within the Secretary of State's Office and participates in executive level conferences.

• Develops and reviews departmental and division budget processes, presents budget at in-house and legislative meetings and/or hearings, monitors departmental and divisional expenditures in accordance with approved budget, monitors and reviews departmental and divisional change documents in accordance with deviations in departmental or program projections.

• Administers the division's operations, handling of grievances, disciplinary matters, training, performance evaluation and maintenance of staffing.

MINIMUM QUALIFICATIONS
Applicants must meet the following minimum qualifications:

Either I
Must be a current State civil service employee with permanent civil service status, as defined in Government Code Section 18546.

Or II
Must be a current or former employee of the Legislature, who resigned or was released from service within the last 12 months, and with two or more consecutive years of service as defined in Government Code Section 18990.

Or III
Must be a current or former nonelected exempt employee of the Executive Branch of government who resigned or was released from service within the last 12 months, and with two or more consecutive years of service (excluding those positions for which the salaries are set by statute) as defined by Government Code Section 18992.

Or IV
Must be a person retired from the United States military, honorably discharged from active military duty with a service-connected disability, or honorably discharged from active duty as defined in Government Code Section 18991.

KNOWLEDGE AND ABILITIES
Applicants must demonstrate the ability to perform high administrative and policy – influencing functions effectively. Such overall ability requires possession of most of the following more specific knowledge and abilities:
(1) Knowledge of the organization and functions of California State Government including the organization and practices of the Legislature and the Executive Branch; principles, practices, and trends of public administration, organization, and management; techniques of organizing and motivating groups; program development and evaluation; methods of administrative problem solving; principles and practices of policy formulation and development; and personnel management techniques; the department’s or agency’s Equal Employment Opportunity Program objectives; and a manager’s role in the Equal Employment Opportunity Program.

(2) Ability to plan, organize, and direct the work of multidisciplinary professional and administrative staff; analyze administrative policies, organization, procedures and practices; integrate the activities of a diverse program to attain common goals; gain the confidence and support of top level administrators and advise them on a wide range of administrative matters; develop cooperative working relationships with representatives of all levels of government, the public, and the Legislature and Executive branches; analyze complex problems and recommend effective courses of action; and prepare and review reports; and effectively contribute to the department’s or agency’s Equal Employment Opportunity objectives.
These knowledge and abilities are expected to be obtained from the following kinds of experience with substantial participation in the formulation, operation and/or evaluation of program policies (experience may have been paid or volunteer; in State service, other government settings, or in a private organization):

CEA Level A Responsible for broad administrative and program activities, including the execution and/or evaluation of program policies.

CEA Level B Responsible for extensive managerial and program administration or broad program manager experience with substantial participation in the formulation, operation, and/or evaluation of program policies.

CEA Level C Responsible for extensive highly professional influence and contributes to program, policy, and the methods to provide professional services needed to set policies, to meet the mission of the State department and often exercising technical and or professional skills that are required at this level.

DESIRABLE QUALIFICATION(S)
Please see the Evaluation Criteria listed below.

EXAMINATION INFORMATION
A minimum rating of 70% must be attained to obtain list eligibility. Hiring interviews may be conducted with the most qualified candidates. All candidates will receive written notification of their examination results. The result of this examination will be used only to fill the position of Chief, Management Services Division, with the SECRETARY OF STATE. Applications will be retained for twelve months.

The Results of this examination will be used only to fill this position and may be used to fill subsequent vacancies for this position for a period of up to twelve months.

The examination process will consist of a Statement of Qualifications evaluation. The Statement of Qualifications will be used to evaluate education and experience as it relates to the “Evaluation Criteria” listed below. The evaluation will constitute 100% of the candidate’s score.

STATEMENT OF QUALIFICATIONS

Candidates must submit a Statement of Qualifications. The Statement of Qualifications should indicate total years of experience (and civil service classification, if applicable) performing each of the factors in the evaluation criteria. A Resume is optional and DOES NOT take the place of the Statement of Qualifications.

EVALUATION CRITERIA

Candidates should describe in detail their experience relevant to each of the factors listed below and examples should be provided to justify the experience described. The Statement of Qualifications shall be no more than two pages in length and should include any relevant education, training and/or certificates earned that would contribute to the applicant’s success in the position. The factors that will be utilized in the evaluation are:

1. Experience in an administrative capacity with a working knowledge of the purpose, principles, and problems related to the State's accounting system.

2. Administrative experience in the development and preparation of a departmental budget.

3. Demonstrated ability to coach employees and create a work environment that stimulates learning, encourages growth, and recognizes individual achievements to ensure peak performance.

4. A working knowledge of personnel laws and rules and collective bargaining.

5. Strong management and leadership skills and the demonstrated ability to function effectively as a member of a top management team.

6. Solid communication skills and the ability to effectively represent SOS before a wide range of audiences, including testifying before the Legislature.

7. Strong desire to take on a variety of challenges focused toward the fast paced and ever-changing facets of State government.

8. The ability to develop creative and innovative solutions to a wide variety of management problems.

FILING INSTRUCTIONS
Application packets must be postmarked no later than the final file date of August 20, 2013 Application packets personally delivered, or received via interoffice mail after 5:00 p.m. on the final filing date will not be accepted. Please include the names and telephone numbers of at least two references.

Interested applicants must submit:

Applications must be submitted by the final filing date to:

SECRETARY OF STATE, Human Resources
1500 11th Street, Suite 475, Sacramento, CA 95814
Mike Scorza | 916-651-5499 | mike.scorza@sos.ca.gov

SPECIAL TESTING
If you have a disability and need special testing arrangements, mark the appropriate box in Part 2 of the "Examination Application." You will be contacted to make specific arrangements.

GENERAL INFORMATION
If you meet the requirements stated in this bulletin, you may take this examination, which is competitive. Possession of the entrance requirements does not assure a place on the eligible list. Your performance in the examination described on this bulletin will be compared with the performance of others who take this test, and all candidates who pass will be ranked according to their scores.

The SECRETARY OF STATE reserves the right to revise the examination plan to better meet the needs of the service if the circumstances under which this examination was planned change. Such revision will be in accordance with civil service law and rules and all competitors will be notified.

General Qualifications: Candidates must possess essential personal qualifications including integrity, initiative, dependability, good judgment, and ability to work cooperatively with others.

California Relay (Telephone) Service for the Deaf or Hearing Impaired: From TDD phones: (800) 735-2929, from voice phones: (800) 735-2922

Class specs:  CEA and Exempt Appointees