Administrative Executive Assistant

Job Description and Duties

Under the direction of a Supervisor I, the Analyst I serves as the Administrative Executive Assistant and provides broad administrative, operational, and analytical support to the Division of Construction. The incumbent coordinates priority Division assignments, reviews and tracks sensitive documents, maintains key administrative records, supports meetings and events, coordinates travel and scheduling, assists with personnel-related processes, and helps ensure timely follow-up on Division priorities. The position requires strong organization, attention to detail, sound judgment, discretion, and the ability to work effectively with Division staff, District offices, executive management, and external partners. The incumbent will be assigned work based on Divisional and/or Departmental needs and could be assigned to any office within District 8, which includes and San Bernardino and Riverside County. Travel may be required. Possession of a valid driver's license is required when operating a State owned or leased vehicle.

PARF 08-27-0129/ JC-535525

Personal Leave Program : Effective July 1, 2025, state employees are subject to temporary salary reductions ranging from 2% to 4 . 62% in exchange for Personal Leave P ogr m (PLP) hours . Please note that the salary ranges listed in this Job Control may not reflect these reductions associated with the 2 25 Personal Leave Program . Please follow the link for more information regarding the 2025 Personal Leave program:

Eligibility for hire may be determined by your score on the Analyst I exam. For those who do not have current eligibility (e.g., transfer, permissive reinstatement, or voluntary demotions) and/or who will be new to state civil services employment, you must be on the state examination list to be eligible for these positions. To apply for the exam, please click and search by typing in the classification title.

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You will find additional information about the job in the .

Working Conditions

Position located at 464 W Fourth St San Bernardino CA 92401, San Bernardino County.

Multiple positions may be filled from this recruitment.

T his position may be required to telework and/or perform in-office/off-site work at an assigned location that is climate-controlled and under artificial light. The incumbent may be required to sit and/or stand for extended periods of time. The incumbent will use a keyboard/mouse and video display monitor. Some travel will be required, therefore, incumbent must be able to travel using a car or commercial transportation. Possession of a valid driver’s license is required when operating a State owned or leased vehicle. The amount and availability of telework and/or in-office/off-site work will be determined by the Division based on the functions of the position.

This position may be eligible for telework. The amount of telework is at the discretion of the Department and based on Caltrans’s evolving telework policy. Caltrans supports telework, recognizing that in-person attendance may be required based on operational needs. Employees are expected to be able to report to their worksites with minimum notification if an urgent need arises. The selected candidate will be required to commute to the headquartered location as needed to meet operational needs. Business travel may be required, and reimbursement considers an employee’s designated headquartered location, primary residence, and may be subject to CalHR regulations or applicable bargaining unit contract provisions. All commute expenses to the headquartered location will be the responsibility of the selected candidate.

Special Requirements

• Possession of a valid driver’s license is required when operating a State owned or leased vehicle

The Statement of Qualifications (SOQ) serves as documentation of each applicant’s ability to present information clearly and concisely in writing. Please follow the instructions below; failure to include and complete the SOQ as instructed may result in the SOQ not being considered and in disqualification from the interview. Each question must be numbered and addressed in the same order as the questions below. The SOQ must be typed, no more than two pages in length, and 12-point Arial font.

Analyst I SOQ:

1. Describe your experience providing administrative, operational, and analytical support to executive level staff, internal staff, and external partners. Include examples that demonstrate your ability to provide quality customer service, communicate effectively, exercise discretion, and follow through on sensitive or time-critical assignments.

2. Describe your experience reviewing, routing, tracking, and maintaining large volumes of time-sensitive documents, correspondence, reports, or administrative records. Include the process or system you used to ensure accuracy, consistency, confidentiality, timely completion, and appropriate follow-up.

Possession of Minimum Qualifications will be verified prior to interview and/or appointment. If you are basing your eligibility on education, you must include your unofficial transcript(s)/diploma for verification. Unofficial, original, or official sealed transcripts will be accepted and may be required upon appointment. Applicants with foreign transcripts/degrees must provide a transcript/degree U.S. equivalency report evaluation that indicates the number of units and degree to which the foreign coursework is equivalent. Please visit either of the following two websites for a list of evaluation agencies: or . Please redact birthdates and social security numbers

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

i ncumbent must have knowledge of principles, practices, and trends of public and business administration, management and supportive staff services including procurement, space planning, program evaluation, or other closely related areas. The incumbent must have a solid understanding of what customer service is and have the ability to provide excellent customer service at all times. The incumbent should be familiar with the State Administrative Manual and the policies and procedures relating to facilities and energy conservation.

The incumbent must be knowledgeable of the Department's mission, goals, and programs, laws, rules, and policies of the State of California. The incumbent must possess knowledge of pertinent laws, statutes, and regulations regarding resources, contracts, and general office operations. The incumbent must be able to assimilate and evaluate technical and procedural input from various sources, develop alternative courses of action and make objective recommendations on all issues relating to this position.

The incumbent must have the ability to multi-task, adapt to changes in priorities, and complete tasks with short notice. The incumbent must have the ability to effectively coordinate multiple assignments with concurrent due dates, and to recognize potential project-related problems with personnel, fiscal resources, or scheduling and either take or recommend corrective action. The incumbent must be able to manage and resolve conflicts and disagreements in a positive and constructive manner to minimize negative impact.

Knowledge of and ability to use personal computer equipped with e-mail (Outlook), word processing and spreadsheet software including Microsoft Office Suite (Word, Excel, PowerPoint, and Access), E-FIS Advantage, and the inter/intranet. The incumbent must reason logically and creatively; utilize a variety of analytical techniques to resolve complex problems, develop communication documents and reports on a variety of issues, and maintain a level of professional integrity to ensure Department Policies and Procedures are followed. The incumbent must have the ability to work independently and effectively coordinate with various levels of management and staff, both in person and through telephone communication. Must be able to communicate effectively orally and in writing.

Must have the ability to follow written or oral directions, demonstrate good work habits, neatness, dependability, and punctuality. The incumbent must be able to prepare complete and comprehensive reports, letters, and articles; make effective presentations; use good judgment for analysis of resource requirements; be able to coordinate effectively with all levels of management and employees.

Benefits

Benefit information can be found on the CalHR website and the CalPERS website.

Important Application Instructions:

Electronic applications through your CalCareers account are highly recommended and encouraged.

Candidates that meet the minimum qualifications based on possession of EDUCATION, LICENSE, OR CERTIFICATE must include a copy of your DEGREE/TRANSCRIPTS, LICENSE, or CERTIFICATE, along with your State application (STD. 678), to be considered for this position.

NOTE: Do not submit the “Equal Employment Opportunity” questionnaire (page 5) with your completed State application (STD. 678). This page is for examination use only. Do not include any confidential information on any documents you submit for this job vacancy, such as your state application, resume, or educational transcripts. Confidential information that should be excluded or removed from these documents includes, but is not limited to, your Social Security Number, birth date, driver’s license number, examination results, LEAP status, marital status, and age. The job application packet checklist is not required to apply for this position. Failure to follow these instructions may result in your application not being considered for this position.

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

• Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
• Resume is optional. It may be included, but is not required.
• Statement of Qualifications -

  Statement of Qualifications (SOQ) is required. Please see the Special Requirements section for SOQ instructions.