The Division of Water Rights (Division) has an opening for a permanent full-time Executive Assistant. The incumbent will provide administrative support to the
Deputy Director of Water Rights.
Duties: Under the general supervision of the Deputy Director, perform coordinates and oversees administrative duties in support of the Deputy Director and Assistant Deputy Directors, including the provision of varied and complex office duties; act as the Division’s lead secretary for clerical staff, training them when needed; perform technical, specialized and complex office administrative work requiring the use of independent judgment; interpreting and implementing policies, procedures and computer applications related to the department and program; analyzing and resolving office administrative and procedural problems; overseeing projects, monitoring, and evaluating the work of clerical staff; organizing own work, coordinating projects, setting priorities, meeting deadlines and following up on assignments with a minimum of direction; use initiative and independent judgment within established policy and procedural guidelines; communicating effectively with co-workers, subordinates, superiors, the general public, representatives of public and private organizations and others sufficient to exchange or convey information. Edit documents to be signed by the Deputy Director; monitor responses and ensures that items have been addressed and responses are timely; collate, edit, and update reports from numerous technical staff, before Deputy Director review.
Schedule and maintain appointment calendar for the Deputy Director; arrange and coordinate meetings and conferences; makes travel arrangements and completes travel expense claims; maintains office filing system for the Deputy Director, which includes setting up and purging the files if necessary. Receives and screens incoming telephone calls and office visitors.
Necessary Qualifications: Applicants must hold a current Executive Assistant appointment or possess list, transfer or reinstatement eligibility to the Executive Assistant classification. Priority will be given to individuals with current reemployment, SROA and State Surplus status.
Desirable Qualifications: Incumbent must possess good working habits; a customer service attitude and good communication skills. Experience in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs. The ability to interact with staff (at all levels) in a fast paced environment, under pressure; remain flexible, proactive, resourceful and efficient, maintaining a high level of professionalism and confidentiality. Expert level written and verbal communication skills, strong decision making ability and attention to detail are important. Knowledge of GroupWise, Microsoft Word 2010 and Excel.
Submit State application and resume to Erica Porter to the below address. Applications will be screened, and only the most qualified applicants will be invited for an interview.
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.
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Equal Opportunity to all regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, or sexual orientation.
It is the objective of the State of California to achieve a drug-free state workplace. 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.