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HEALTH CARE SERVICES, DEPARTMENT OF

Title:  EXECUTIVE ASSISTANT
Salary: $3,288.00 - $3,996.00
Posted: 07/02/2013

Job Description:
This position requires the incumbent maintain consistent and regular attendance; communicate effectively (orally and in writing if both appropriate) in dealing with the public and/or other employees; develop and maintain knowledge and skill related to specific tasks, methodologies, materials, tools, and equipment; complete assignments in a timely and efficient manner; and, adhere to departmental policies and procedures regarding attendance, leave, and conduct.

Job Summary: Under the general direction of the Medical Director and the Associate Director, the position provides a combination of administrative assistance and secretarial support to relieve the Medical Director and Associate Director of the less complex issues and day-to-day operations of the Director’s Office. The position serves as support to the Medical Director and Associate Director as well as back-up support to the Director and Chief Deputy Director.

Supervision Received: From the Medical Director and The Associate Director

Supervision Exercised: None

Description of Duties:

Percent of Time – Essential Functions :

45% Administrative Duties
The incumbent will: research confidential and sensitive departmental and program issues at the request of the Medical Director and Associate Director; analyze and evaluate data, material, or sensitive situations that arise and make recommendations for resolution or take independent action to resolve; gather facts, and relevant information on issues or projects, and present to the Medical Director and the Associate Director in a concise and logical manner for action. This may include development of status reports, database management reports, and other tools that will assist in decision-making.

Composes correspondence in response to inquiries from the public and governmental representatives (federal, state, and local), gathers information through interview, performs analysis and investigation as necessary, and responds to the requesting party as a representative of the Director’s Office.

Reviews and evaluates all materials submitted to the Medical Director and the Associate Director for consistent departmental/program policy applications, completeness and thoroughness in terms of subject matter and audience, and for format, content, and grammar. Reviews grievance responses and takes notes during management meetings where the Department’s bargaining position is being discussed. As a staff member, works with relevant parties to develop and maintain office workload and planning standards, staff requirements, and establishes office procedures. Directs support staff in division offices to ensure compliance with departmental/program policies and procedures related to correspondence, bill analysis and Governor’s Office correspondence, and other support staff issues. Conducts monthly meetings with Executive Secretaries/Assistants to clarify procedures, and provide updated related information on program issues.

Serves as coordinator between the Medical Director and the Associate Director and other governmental entities such as, the California Health and Human Services Agency, and the Governor’s Office on various departmental matters (i.e., correspondence, speeches, legislative reports, and special projects).

Serves as back up to the Director’s Office receptionist and screens sensitive and diverse telephone inquiries from the Governor’s Office, Agency, legislators and their staff, other department directors and state offices as well as private organizations and the public. Researches each inquiry and either refers the matter to the appropriate person or provides direct answers to sensitive and confidential inquiries.

45% Secretarial Duties -
Reviews all incoming correspondence to determine appropriate action. Independently determines proper program/manager assignment, and forwards for response and/or other action. Maintains a tracking system for identification or assignments and due dates. Prepares, reviews, and prioritizes correspondence for the Medical Director and Associate Director, and the Director’s signature. Uses own discretion to schedule all appointments and meetings for the assigned Medical Director and the Associate Director. Incumbent must have an understanding of current program matters, and the department’s priorities to ensure the highest priority matters are properly scheduled.

Screens, redirects, and/or responds to telephone calls and written inquiries from high-level contacts on behalf of the assigned Medical Director and the Associate Director.

Makes necessary travel arrangements for the assigned Medical Director and the Associate Director, and completes the Travel Expense Claim in accordance with departmental policy and procedures.

Makes arrangements for large conference and/or meetings, identifying appropriate space and location, makes all necessary arrangements, prepares, and publishes meeting notices, compiles agenda packets, etc. Arranges for duplication of documents; operates photocopying machine, fax machine, and word processing software.

Percent of Time – Marginal Functions :

10% - Other duties as assigned from the Director’s Office staff.

Additional Information:

Working Title Position Number
Executive Assistant 803 - 010 - 1728 - 002
Location County
1501 Capitol Ave. SACRAMENTO
Timebase Tenure
Full Time Permanent   month(s)
Final Filing Date: Department Link:
07/16/2013 None Specified
Contact Unit/Address Contact Name/Phone
Director's Office
1501 Capitol Ave. MS 0000
Sacramento, 95814
Arleen Jacoway
916-440-7408
arleen.jacoway@dhcs.ca.gov

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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.