Title: EXECUTIVE SECRETARY I Salary: $3,020.00 - $3,672.00 Posted: 07/01/2013
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.
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.
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
APPLICATIONS MUST BE RECEIVED BY: July 22, 2013
174 - 206 - 1247 -
Will also consider hiring a(n)
OFFICE TECHNICIAN (TYPING) $2,686.00 - $3,264.00
Final Filing Date:
Personnel Services Division 1430 N Street, Suite 1802 Sacramento, CA 95814
Sharon Taylor, Director 916-323-7506
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