Executive Secretary

Executive Secretary

Under general direction, the Executive Secretary performs a wide variety of administrative/secretarial support duties for a County Agency Administrator, Department Director, or other executive level management requiring independent judgment and action; ensures completion of tasks in accordance with established policies and procedures; communicates policies, procedures and other critical information to staff, divisions, departments, and the public; and coordinates trainings, travel, meetings, and other events.

Knowledge of

• Administrative and secretarial practices and procedures, such as calendar management, and methods of organization
• Basic organization and function of government agencies
• Principles and practices of data collection and report preparation
• Techniques and methods of recordkeeping and file management, both physical and electronic
• Standards of business correspondence including composition and formatting of memos, letters, and other procedural documents
• Principles and practices of supervision, leadership, mentoring, and training
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, databases, publishing, virtual meeting platforms, and other specialized applications related to area of assignment
• English usage, spelling, grammar, and punctuation

Ability to

• Provide varied, responsible, and confidential executive level secretarial and office administrative assistance
• Organize work, set and adjust priorities in order to meet critical deadlines, and follow up on assignments
• Analyze situations accurately and adopt an effective course of action
• Use tact, discretion, initiative, and independent judgement
• Maintain composure in stressful or difficult situations
• Navigate various software systems and effectively locate, enter, and retrieve information
• Independently compose a variety of written documents including memos, letters, and procedural documents from concept or with minimal input
• Plan, coordinate, assign, and review the work of staff
• Listen effectively
• Develop and maintain respectful, cooperative, collaborative, and effective working relationships with others
• Communicate clearly and concisely, both verbally and in writing
• Take responsibility and accountability for actions
• Interpret and apply applicable federal, state, and local laws, codes, and regulations
• Apply customer service skills, including the identification of customer needs and follow up to ensure customer commitments have been met
• Recognize confidential information and exercise discretion in the communication and handling of such information

Minimum Qualifications

Either:

Two years of full time paid secretarial or administrative assistant experience in a local, state, or other government agency. In order to be qualified, experience must have been in direct support of a manager or higher level position.

Or:

Four years of full time paid clerical or higher level experience which included primary responsibilities for the following: a) calendar management for a supervisor, program, or department, b) preparation and production of agendas and/or meeting materials, and taking minutes; and c) screening and routing calls, correspondence, and/or receiving in-person visitors.

Note: If the word "experience" is referenced in the minimum qualifications, it means full-time paid experience unless the minimum qualification states that volunteer experience is acceptable. Part-time paid experience may be accumulated and pro-rated to meet the total experience requirements.

General Qualifications

Criminal History and Background Checks: The County may access criminal history information on candidates who have accepted a conditional offer of appointment for this class consistent with the provisions of Board of Supervisors Resolution No. 82-602, Personnel Policies, and applicable federal and state laws. The County shall not consider for employment any candidate who has been convicted of a felony or misdemeanor that relates to or impacts the candidate's ability to perform the job duties of this class unless it is determined that mitigating circumstances exist. For purposes of accessing criminal history information, the candidate will be fingerprinted. A subsequent arrest notification may be obtained.

Travel Requirement: Incumbents in this class may be required to perform occasional duties at alternative worksites. In these circumstances, the incumbent must be able to obtain reliable transportation.

Probationary Period

The probationary period for this classification is six (6) months

Application

Qualified applicants are encouraged to apply immediately. All applicants must complete and submit an online County of Sacramento employment application by 5:00 PM on the posted cut-off date.

Employment applications and all documentation requested in this announcement must be submitted by 5:00 p.m. on the cut-off date.

Your application should highlight all relevant education, training, and experience, and clearly indicate how you meet the minimum qualifications for the position as of the cut-off date.

Application information must be current, concise and related to the requirements in this job announcement. You may only apply for this recruitment once. Duplicate and incomplete applications will be disqualified.

A resume may be included with your application, however it will not substitute for the information requested on the application.

Supplemental Questionnaire

Applicants are required to provide a full and complete response to each supplemental question. The Supplemental Questionnaire is located in the tab marked "Supplemental Questions". Please be descriptive in your response.

Supplemental Questionnaires must be submitted by 5:00 p.m. on the cut-off date. The supplemental questions are designed to elicit specific information regarding a candidate's experience, education, and training. Responses should be consistent with the information on your application and are subject to verification.

Please provide place of employment, pertinent dates, and concise, descriptive and detailed information for each question. If a job included responsibilities applicable to several questions, separate the different functions of the job to answer all the questions completely. Resumes or referral to the application or other questionnaire responses will not be accepted in lieu of completing each question.

If you have no experience, write "no experience" for the appropriate question. Changes or corrections to your Supplemental Questionnaire cannot be made once your application packet has been submitted.

If the Supplemental Questionnaire is used in the Formula Rate exam, failure to complete all of the questions or incomplete responses will result in a lower score. While scoring the Supplemental Questionnaire, the candidate's application and/or attachments will not be reviewed, therefore, a candidate's responses to the questions should be accurate, thorough, detailed, and complete.

Formula Rate Examination (Weighted 100%)

All candidates meeting the minimum qualifications by the cut-off date will have their Supplemental Questionnaire scored in the Formula Rate Examination. This examination will evaluate the relevance, level, recency, progression and quality of candidate's education, training and experience. The candidate's application or other materials will not be included in this examination. Therefore, the candidate's responses to the supplemental questionnaire should be thorough, detailed and complete. The score from the Formula Rate Examination will determine the ranking on the eligible/employment list for this job.

All candidates competing in the testing process will receive written notice of their examination results by email. Notices can also be accessed in their governmentjobs.com inbox. Applicants achieving a passing score will be placed on the eligible list in rank order. The rank is determined by the test score attained from the examination.