Become an Executive Secretary I

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  Entry Level
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  Supervisory
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  Full Time
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  Seasonal
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  Benefits Eligible

Incumbents screen incoming correspondence, refer to appropriate staff member for reply, and follow up to insure that deadlines are met; arrange correspondence for administrator's personal reply in order of priority with appropriate background material attached for reference; independently or in accordance with general instructions, compose correspondence on a wide range of subjects requiring a thorough knowledge of the procedures and policies of the office; review outgoing correspondence prepared by other staff members for administrator's signature for consistency with administrative policy as well as for format, grammatical construction, and clerical error; gather and summarize data; brief reports and correspondence; attend meetings and conferences, take and/or summarize notes into minutes, and distribute minutes; screen a variety of visitors and telephone calls, and where appropriate, refer to other staff members or personally provide authoritative information on established agency programs and policies; arrange meetings for administrator, prepare agenda, and make adjustments as necessary in scheduled meeting times; relieve the administrator of routine office details; maintain confidential and administrative files.

Executive Secretary I

This is the advanced journeyperson level. Under direction of the administrator of a major subdivision of a large State agency or a comparable level executive, incumbents perform difficult and responsible secretarial work and relieve the administrator of a variety of administrative and office details.

Positions at this level typically exist in major subdivisions or large field installations of large State agencies. The secretary's supervisor must have complex program responsibility requiring careful coordination of activities supervised, a considerable amount of responsible policy determination and a substantial amount of demanding personal contact with citizen groups and officials of other governmental agencies.

Positions are allocated to this level where the administrator who is the secretary's supervisor has delegated a substantial amount of administrative detail and nonroutine work to the secretary. The potential for the level of delegated duties is directly related to the importance and responsibility of the position of the administrator, the nature and scope of the functions for which the administrator is responsible, and the level of public contacts.

This classification is eligible for the following pay:

$4,218 - $5,283 Base Salary (paid every month)

In addition to the above pay items, employees are eligible for medical benefits (health, dental, vision) and may be eligible for other pay differentials.

Benefit information can be found on the CalHRExternal Link website and the CalPERSExternal Link website. 

Minimum Qualifications

Either I

In the California state service, one year of experience performing secretarial duties at a level of responsibility not less than that of Secretary.

Or II

Three years of experience in clerical work at least one year of which shall have been in a responsible secretarial position performing a variety of difficult secretarial work. (Experience in California state service applied toward the special one-year requirement must be in a class with a level of responsibility not less than that of Office Technician.) [Academic education above the twelfth grade may be substituted for one year of the required general experience on the basis of either (a) one year of general education being equivalent to three months of experience; or (b) one year of education of a business or commercial nature being equivalent to six months of experience. Students who are enrolled in the last semester or its equivalent of course work, which upon completion will fulfill these requirements, will be admitted to the examination, but they must submit evidence of completion before they can be considered for appointment.

Knowledge and Abilities

Knowledge:
Modern office methods, supplies, equipment and procedures with particular reference to the work involved in the office of an administrative official; business English and correspondence.

Ability to:
Type at a speed of 45 words per minute; read and write English at a level required for successful job performance; direct the work of other support staff; perform difficult clerical work; keep difficult records; make briefs of reports and correspondence and compose letters or reports independently or from instructions, utilizing a wide knowledge of vocabulary, grammar, and spelling; perform minor administrative assignments independently; handle with courtesy and tact a wide variety of public contacts both on the telephone and in person; communicate effectively; understand and carry out directions following a minimum of explanation; analyze situations accurately and take effective action.

Special Personal Characteristics
A demonstrated interest in assuming increasing responsibility; mature judgment; loyalty; poise; tact; and discretion.

Additional Desirable Qualifications
Education equivalent to completion of the twelfth grade; ability to take dictation at 110 words per minute.

There are no available positions at this time, but new opportunities are posted regularly - check back soon!