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Executive Secretary
4 months ago
**The Position**:
**Come join one of **Forbes Magazine's Best Employers**
**This is a limited continuous filing exam. Next filing cut-offs are at 5:00 pm on**:
**6/20/24, 7/11/24, 7/25/24 (final)**
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.
**Examples of Knowledge and Abilities**:
**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
- 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 mínimal 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
- Recognize confidential information and exercise discretion in the communication and handling of such information
**Employment Qualifications**:
**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.
**General Qualifications**
Criminal History and Background Checks:
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 and Testing Information**:
**APPLICATION**
**County of Sacramento**
**Department of Personnel Services**
**Employment Services Division**
**700 H Street, Room 4667**
**Sacramento, CA 95814**
**Phone (916) 874-5593; 7-1-1 California Relay Service**
**Inter-Office Mail Code: 09-4667**
***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.
**Note**: Responses of "See Resume" or "See Application", or copy and paste of work experience are not qualifying responses and will not be considered.
- 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.
- If you have no experience, write "no experience" for the appropriate question.
***
**FORMULA RATE EXAMINATION (Weighted 100%)
