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CORRECTIONS AND REHABILITATION, DEPARTMENT OF

Title:  SECRETARY
Salary: $2,686.00 - $3,265.00
Posted: 01/24/2013

Job Description:

Under the direction of the Associate Director of the Budget Management Branch, the Secretary provides independent clerical support functions requiring a detailed knowledge of the Budget Management Branch’s policies and activities. Specific duties include:

50% Act as Secretary for the Associate Director in the Budget Management Branch by: relieving the Associate Director of routine correspondence; reviewing material prepared for the Associate Director’s signature by Budget Management Branch staff for accuracy and proper use of grammar, spelling, punctuation, vocabulary, format, and correct such errors as appropriate; maintain activity and travel calendars for the Associate Director; make travel arrangements and prepare travel claims for the Associate Director; schedule meetings and appointments for the Associate Director; utilize departmental policies and standard office procedures to arrange and attend meetings, prepare meeting agendas, and transcribe meeting notes; screen and deliver incoming correspondence utilizing a tracking system for the Associate Director.

15% Utilize knowledge of the Budget Management Branch’s policies and procedures, as well as the administrative policies, procedures and regulations of the State of California in order to relieve the Associate Director of routine requests for information including: extensive telephone contact with CDCR Executive staff, Institution field staff, Headquarters administrators, State and public agency representatives, and other CDCR stakeholders; screening telephone calls and visitors to determine priority and appropriateness of communication with the Associate Director; facilitating communication between Associate Director and Budget Management Branch management team; design and prepare complex material including statistical tables, charts, forms and other general correspondence.

15% Standardize and record effective desk procedures in order to maintain office production, assist in new employee training and office protocol. Provide office coverage and maintain operation of clerical functions including: reviewing and prioritizing incoming correspondence (from the Governor’s Office, Executive staff, Legislators, etc.); delivering correspondence and other assignments to appropriate staff; establishing and tracking due dates; maintaining administrative files in order to ensure materials are available for future reference and to ensure the branch is upholding Department retention policies.

10% Use Department and office databases to: maintain a management information system to track the Associate Director’s special assignments, correspondence, and meeting schedules; follow-up on staff work to assure timely completion; collect and review monthly reports from institutions, programs, and HQ offices; track incoming 607’s and HR correspondence from institutions, programs, and HQ offices; serve as back-up for the Executive Secretary I to the Deputy Director as needed.

10% Operate office equipment including desktop computer, facsimile machine, multi-line telephone, photocopier and calculator in order to disseminate information, complete various assignments for BMB staff, prepare documents for meetings/conferences, prepare and process timesheets, and correctly apply Department policies and regulations.

ALL HIRES ARE SUBJECT TO HIRING FREEZE AND/OR BUDGET APPROVAL

Additional Information:

Working Title Position Number
Secretary 065 - 520 - 1176 - 001
Location County
1515 S Street, 510-S, Sacramento CA SACRAMENTO
Timebase Tenure
Full Time Permanent   month(s)
Final Filing Date: Department Link:
Continuous None Specified
Contact Unit/Address Contact Name/Phone
Budget Management Branch
1515 S Street, #510-S
Sacramento, CA 95811
Erica Bray
(916) 445-7274
Erica.Bray@cdcr.ca.gov

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Notice: If you are not a current or former State employee, you must first take an examination to obtain list eligibility. This does not apply to Student Assistant vacancies. Learn all about it.

The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.