**To apply for this position, a State Application (STD 678) must be submitted to the contact person listed. In the “Explanations” section of the STD 678, you must indicate your appointment eligibility (list, transfer, permissive reinstatement, etc.). All types of appointments will be considered. All applicants, regardless of the type of eligibility, must meet the Minimum Qualifications of the classification. To view the Minimum Qualifications, please visit - http://www.calhr.ca.gov/state-hr-professionals/Pages/job-descriptions.aspx - the CalHR website and type in either the class code or title of the classification you are applying for.
JOB DESCRIPTION: Under the general supervision of the Warden, the Executive Assistant performs analytical and technical administrative support duties for the Warden and Chief Deputy Warden. Duties include the following:
Makes administrative decisions on behalf of the Warden regarding staff assignments and establishes deadlines. Researches and compiles information and prepares status reports for the Warden and Chief Deputy Warden regarding pending and outstanding work assignments and special projects given to program staff. Responds to and resolves complaints from staff stemming from procedures or policies of the institution in order to facilitate the Warden’s “Open Door” policy.
Develops and maintains a database system on incident reports, management reports and Use of Force reports. Establishes administrative support methods for institution policies, procedures, and systems focused on communications, document processing, records, and files. Provides technical and analytical direction to staff on general administrative matters.
Develops and maintains a database system for coordinating the Departmental Operational Manual (DOM) distribution and institution supplement and revision activity. Inputs data on DOM subjects into the institution automated database system. Develops and extracts customized reports on DOM Supplement activity for the Warden and/or Chief Deputy Warden. Ensures that the format and completion of all DOM Supplements are consistent with prescribed specifications, institution procedures, and other authoritative resources from the Department of Corrections and Rehabilitation Headquarters.
Prepares correspondence and other written material on behalf of the Warden and Chief Deputy Warden on a wide variety of complex topics, which requires a general understanding of the subject matter. Prepares policies, procedures, reports and surveys to be submitted to the Undersecretary of Corrections and Rehabilitation on behalf of the Warden. Reviews assignments submitted by other staff for content and format. Prepares sensitive and confidential correspondence, documents, and reports to the public, CDCR officials, and outside public agencies in accordance with general guidelines. Reviews correspondence and documents to ensure documents are free of typographical, grammatical and format errors. Reviews all projects prepared by other staff members for Warden’s (or designee’s) signature to ensure consistency with administrative policy and acceptable standardized format. Retrieves and assembles relevant related material, and includes this data with projects submitted and prepared by other staff members. Provides references for the Warden on specific topics. Gathers materials from a variety of sources in the preparation of reports, correspondence, and memorandums.
Takes minutes at meetings, conferences, and special sessions; prepares subsequent reports. Makes presentations and assists the Warden at meetings, conferences, and special sessions. Attends informational meetings on behalf of the Warden. Summarizes data and briefs the Warden on the status or required action.
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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The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.