Title: EXECUTIVE SECRETARY I Salary: $3,020.00 - $3,672.00 Posted: 05/03/2013
All applicants will be considered however, SROA/Surplus will be given priority. Under the general direction of the Chief, Internal Audit Division (IAD), the Executive Secretary I performs a full range of support duties for the Chief of IAD and staff. The position performs a variety of difficult duties and is expected to consistently exercise a high degree of initiative, independence, and originality in performing assigned tasks.
Specific duties include preparing correspondence, including forms, letters, memoranda, and reports for the Chief’s signature and sign in the Chief’s absence, when necessary. Maintain a confidential administrative filing system of all correspondence developed. Screen all telephone calls for the Chief, many of which are sensitive in nature, routing to the Chief or other appropriate persons. Make travel arrangements and prepare detailed itineraries for the Chief. Maintain the Chief’s confidential files.
The Executive Secretary I serves as the Attendance Coordinator and section liaison with the Human Resource Division with duties that include reviewing and reconciling absence requests with time sheets, and monthly leave reports, preparing hiring packets, maintaining related files, coordinating health benefits documents, submission of/and researching benefit inquiries for staff. The Executive Secretary I also serve as IAD’s Training coordinator with duties that include enrolling IAD staff, updating the Training Management Information System (TMIS), and maintaining training files and spreadsheets to monitor accumulated Continuing Professional Education (CPE) credits earned.
Good judgment and the ability to communicate effectively are important personal skills for the position. The position is located in a high-rise building. Candidate must be able to perform the essential job functions with or without reasonable accommodations. The position is located in a high-rise building. The position requires the incumbent to be fingerprinted.
Applicants must submit a complete Standard State Application (STD 678) which must be received by the final filing date. Applicants are also asked to complete (in typed format) the following Supplemental Questionnaire and submit with their application.
1. Describe the nature of your experience in maintaining confidential information. Was this information hard copy or electronic? How did you ensure that there was no breach in confidentiality?
2. Describe your experience in preparing, gathering, organizing and storing data and electronic memoranda, letters, or reports. Did you prepare these documents in Microsoft Word Outlook and/or Excel? How the documents utilized and who were the recipients?
3. Describe your experience in resolving competing priority assignments.
4. Describe a situation in which you directly assisted a customer, client, staff member. What level of contact did you have with them? What specific actions did you take to provide assistance and whit was the end result.
290 - 321 - 1247 - 001
Internal Audit Division
Final Filing Date:
Internal Audit Division P.O. Box 942879 Sacramento, CA 94279-0054
Marisa Villamayor (916) 324-1874
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