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PUBLIC HEALTH, DEPARTMENT OF

EXECUTIVE SECRETARY I
Salary: $3,020.00 - $3,782.00        Date Posted:05/14/2014
Working Title Position Number
Executive Secretary I 580 - 510 - 1247 - XXX
Location
Sacramento
Timebase Tenure County
Full Time Permanent   month(s) SACRAMENTO
Final Filing Date: Department Link:
Until Filled None Specified
Contact Unit/Address Contact Name/Phone
WIC Program - Attn: Darlene Medina
3901 Lennane Drive
Sacramento, 95834
Darlene Medina
916-928-8818
darlene.medina@cdph.ca.gov
Special Requirements: Transfer or list eligibility
Job Description & Additional Information

Duties:
Under direction from the WIC Division Chief, Career Executive Assignment, and/or the Assistant Division Chief, Staff Services Manager III, the Executive Secretary I reviews all incoming correspondence to determine appropriate action. Independently determines proper program/manager assignment and forwards for response and/or other action. Reviews and evaluates all materials submitted to the Division Chief and/or Assistant Division Chief for consistent departmental/program policy applications, completeness and thoroughness in terms of subject matter and audience, and for format, content, and grammar. Develops and maintains a tracking system for identification of assignments and due dates. Prepares, reviews, and prioritizes a variety of reports, letters, bulletins and memos for Division Chief’s and/or Assistant Division Chief’s signature. Responsible for standardizing methods and procedures for handling Division correspondence.


Screens, redirects, and/or responds to telephone calls and written inquiries from high level contacts on behalf of the Division Chief and/or Assistant Division Chief. Responds to inquiries from the public and governmental representatives (federal, state and local) with courtesy and tact, gathers information through interview, performs analysis and investigation as necessary, and responds to the requesting party as a representative of the Division Chief and/or Assistant Division Chief, WIC. Compose various correspondence on a wide variety of subjects requiring a thorough knowledge of policies and procedures which pertain to WIC and the Department, such as program issues, personnel, legislative bill analyses, budget, and business service matters as needed. Uses considerable judgement in providing factual information in response to numerous inquiries.


Works with relevant parties to develop and maintain office workload and planning standards, staffing requirements, and establishes office procedures. Directs support staff in the Division to ensure compliance with departmental/program policies and procedures related to correspondence, bill analyses, Governor’s Office correspondence, and other support staff issues. Conduct meetings on an as-needed basis to clarify procedures and provide updated information on program issues. Establish and maintain confidential program files and prepares summaries of data pertinent to the Division Chief and/or the Assistant Division Chief.


Makes all necessary travel arrangements for the Division Chief and/or Assistant Division Chief and completes the travel expense claim in accordance with departmental policy and procedures. Makes arrangements for large conferences and/or meetings, identifying appropriate space and location, makes all necessary arrangements, prepares and publishes meeting notices, compiles agenda packets, etc. Arrange for duplication of documents; operate photocopying machine, fax machine, and word processing software.


Desirable Qualifications:
• Excellent work habits and organizational skills
• Ability to handle “Sensitive and Confidential Issues”
• Ability to manage conflicting priorities and to multi-task
• Able to work independently and in a team environment
• Ability to communicate effectively with staff at various levels, external agencies and the public
• Knowledge of Microsoft Office Suite


Who May Apply: Applications will be accepted from persons with transfer or list eligibility to the class of Executive Secretary I.

Note: Please include job title and position number for which you are applying. Applications will be reviewed and only the most qualified candidates will be interviewed.

The State Personnel Board’s State Restriction of Appointment (SROA) lists will take precedence.

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