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EDUCATION, DEPARTMENT OF

Title:  EXECUTIVE SECRETARY I
Salary: $3,020.00 - $3,672.00
Posted: 07/01/2013

Job Description:

DUTIES

Under the direction of the Personnel Services Division Director, the Executive Secretary I supports the Director and is responsible for a wide range of duties that require tact, judgment, independent action, and the ability to handle an extremely heavy workload, frequently under pressure.

Review, modify, approve and/or determine disposition of all incoming correspondence for the Division Director; independently resolve problems or propose alternative recommendations for action; compose letters and memos independently or from verbal/written instructions; compose and send department wide emails regarding health and safety and personnel services; review all documents prepared for the Division Director’s signature for accuracy of information, format, content, grammar and spelling; develop minutes of meetings within the Division, the Department, and with other Departments and Agencies; prepare reports of a highly sensitive and confidential nature; develop technical reports including those associated with California Department of Human Resources delegation; and maintain updated status reports on strategic plan objectives.

Independently assist or refer to appropriate personnel as necessary; independently respond to requests for information including those from the Governor’s Office, legislators, legislative staff, other state departments, LEAs and the general public; routinely transmit information to and from the Division Director, managers, and other directors and deputies to follow up on issues and action items requiring policy considerations and decisions.

Provide back-up support to the division IT Coordinator, serving as system administrator of two servers, maintaining computer inventory, ordering computer supplies, upgrading software, assisting staff with software packages/databases, providing first point of contact for problem reporting and resolution. Serve as the division Attendance Clerk, auditing timesheets for accuracy, reviewing monthly Leave Activity and Balances report against leave usage, resolving errors and discrepancies, informing supervisors when an employee has insufficient leave balances.

DESIRED QUALIFICATIONS

  • Excellent organizational skills
  • Proficiency in Microsoft Office
  • Excellent interpersonal skills
  • Ability to work independently and as a team member
  • Strong verbal and written communication skills

WHO MAY APPLY

Individuals who have eligibility for appointment to the above class (e.g., transfer, list, reinstatement). All applicants must clearly indicate the basis of their eligibility in the “Explanations” section on the Standard Application Form (Std 678). Employment provisions as outlined by the California Department of Human Resources’ State Restriction of Appointments (SROA) policy will prevail. In addition, current or future executive orders relative to filling vacant positions may also affect this process. Applications will be screened and only the most qualified will be interviewed. The individual selected for this position may be required to present a valid typing certificate prior to appointment.

PLEASE NOTE:
Possession of minimum qualifications will be verified prior to interview and/or appointment. If it is determined an applicant does not meet the minimum qualifications, the applicant will be removed from the eligibility list.

HOW TO APPLY

Submit a State Application (Form 678) to:
Sharon Taylor, Director
California Department of Education
Personnel Services Division
1430 N Street, Suite 1802
Sacramento, CA 95814
916-323-7506

APPLICATIONS MUST BE RECEIVED BY: July 22, 2013



Additional Information:

Working Title Position Number
PC 4518 174 - 206 - 1247 -
Will also consider hiring a(n)
OFFICE TECHNICIAN (TYPING) $2,686.00 - $3,264.00
Location County
Sacramento SACRAMENTO
Timebase Tenure
Full Time Permanent   month(s)
Final Filing Date: Department Link:
07/22/2013 None Specified
Contact Unit/Address Contact Name/Phone
Personnel Services Division
1430 N Street, Suite 1802
Sacramento, CA 95814
Sharon Taylor, Director
916-323-7506

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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.

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.