Independently works on special projects and ongoing projects for the Chair and Executive Director. Projects include but are not limited to: soliciting information from the Commissions regulated community by drafting, creating and distributing questionnaires and collecting and analyzing the data reported, identifying opportunities for the Chair or Executive Director to present the role and goals of the Commission to a variety of interested parties and assist with the preparation of those engagements; researches, prepares and submits complex applications for private, federal and local grant opportunities to further the Commission’s mission; identifies locations throughout the state to hold special meetings of the Commission and ensures the necessary arrangements are made. In addition this position collects and analyzes statistical data from Division Chiefs in the areas of workload analysis and overall programmatic efficiency and prepares reports and presents the information to the Chair and Executive Director; recommends and develops systems, procedures and programs to effectively manage the workload of the Chair and Executive Director. Acts as lead over student interns to manage and direct the completion of special projects. Consults with members of the Executive staff to facilitate and track timely and accurate delivery of assignments; makes travel arrangements, prepares agendas and organizes material for Commission meetings and handles routine office details and other preparations; attends Commission and Executive staff meetings. Records meetings and/or takes notes, calls the roll and records votes on action items, summarizes minutes, and distributes minutes to staff without prior review. Provides administrative support to Commissioners. Prepares and/or processes travel claims and payroll forms. In coordination with the Executive Director, responds to Commissioner’s requests when possible, or refers them to appropriate staff for response. Receives and triages a wide variety of incoming telephone calls, emails, visitors and correspondence. Organizes calendar and composes correspondence on a wide range of subjects requiring a thorough knowledge of the policies and procedures of the Commission. Independently responds to inquires by providing factual information or referring questions to appropriate staff member for assistance. Appropriately routes staff-generated and other correspondence submitted to the Chairman and Executive Director, ensuring these materials are processed in a timely manner. Drafts responses to requests to reopen committees and other subjects as assigned by the Chair and Executive Director; reviews outgoing correspondence prepared by other staff members for signature and consistency according to administrative policy, as well as, format, grammatical construction, and grammatical errors. Edit reports, correspondence and speeches.
Desirable Qualifications: Candidate must be self-motivated, able to work independently as well as in a team setting, establish workload priorities, meet deadlines, work well under pressure and have excellent organizational skills. Possess strong communication skills, a good attitude, dependability and good judgment. The ability to communicate and interact well with the public, maintain confidentiality and initiative. Experience with Microsoft Word and Excel spreadsheet programs is essential. Legal secretary experience is a plus.
Where to Apply: Interested applicants must submit a standard State Application Form STD 678 (with original signature), and clearly indicate the basis of eligibility in line item “Explanations” of the STD 678. Applications will be screened and only the most qualified candidates will be scheduled for an interview. If you wish to be considered for the position please forward a State application (STD. 678) and résumé to the address below.
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.