Job Description

Job Description and Duties

Under the direction of the Division Chief, the Executive Secretary I is responsible for performing administrative duties which require initiative, good judgment, tact, and diplomacy, along with a thorough knowledge of appropriate administrative practices. Prioritizes, coordinates, processes, logs, and routes a variety of physical and digital materials and projects; maintains an established systematic filing of projects completed and/or approved by IMD. Replies to requests for project updates and/or status requests and assists in ensuring projects are processed according to deadlines through suspense systems. Schedules appointments for IMD personnel and prepares pertinent support material. Greets and assists visitors. Receives and screens confidential telephone calls, providing information to callers and directing calls to the appropriate party or office. Gathers data and composes correspondence and a variety of required reports for IMD, including typing memorandums, letters, meeting minutes, on-call schedules, sympathy letters, and other miscellaneous documents. Prepares and reviews timekeeping data and related documents for submission to the Human Resources Section for processing. Coordinates travel arrangements and prepares necessary itineraries. Requests travel advances, completes travel expense claims, and maintains associated travel records. Is the IMD vehicle coordinator and processes all projects/reports received from sections. Maintains confidential and administrative files, including personnel file documentation. Orders office supplies and completes appropriate paperwork. Updates reference contact documents and distributes as necessary. Performs other duties within the scope of the classification as assigned.

You will find additional information about the job in the .

Working Conditions

Office environment, Monday through Friday 0800-1700 hours, in person.

Special Requirements

• The position(s) require(s) a Background Investigation be cleared prior to being hired.

• This position requires the ability to type at a minimum speed designated on the Classification Specifications (link available in the Minimum Requirements section). You must obtain a valid typing certificate confirming your ability to meet the minimum typing speed prior to being hired. Additional information regarding acceptable typing tests: 

The Statement of Qualifications (SOQ) serves as documentation of each applicant's ability to present information clearly and concisely in writing. 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. Resumes in lieu of the SOQ will not be considered. 

1. Describe your experience working in a situation when you were assigned multiple projects with a broad scope and discretion to complete. Include a description of the actions you took, and your approach to ensuring tasks and assignments were tracked for progress and completed timely. Describe the tools and resources used to complete the task(s).

2. Describe your experience working in situations where you independently performed analytical research and analysis and made recommendations. What was the outcome? Describe the steps and approach utilized to obtain information and resources. 

3. Describe a time you provided excellent customer service.

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:

*Ability to communicate effectively both verbally and in writing.

*Strong analytical skills; excellent interpersonal, organizational and research skills with attention to detail.

*Must maintain consistent and predictable attendance.

Benefits

Newer gated campus located close to Downtown Sacramento; offers free parking, electric vehicle charging stations, gym, an ATM, on-site Bistro, and is close to a light rail station. Close to bike/walking paths along the American River.

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

Additional Application Submission Requirements

Interested individuals shall submit a Criminal Record Supplemental Questionnaire and a Statement of Qualifications with their STD. 678 Employment Application. Hard copy applications must also include the classification title, job control number (JC-522923) and/or position number 388-040-1247-002 on the application.

It is required to submit work/employment experience, dates, hours worked, supervisor names, and supervisor phone numbers on the application in descending order, starting with your current job. Resumes or other documents cannot substitute for a state application. Applicants who fail to submit a completed state application may not be considered.

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, the Equal Employment Opportunity page, 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.

Although the intent is to fill this vacancy as soon as possible, the exact duration of the selection process can vary and is unknown at this time.¬

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.
• Criminal Record Supplemental Questionnaire
• Statement of Qualifications - A Statement of Qualifications (SOQ) is REQUIRED and MUST be submitted with your application to be considered for this position. Applications received without the SOQ will not be considered. Resumes in lieu of the SOQ will not be considered. Refer to the Special Requirement Section of this job posting for the SOQ questions.

Job Tags

Permanent employment, Full time, Work at office, Immediate start, Monday to Friday

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