Executive Secretary Departmental Promotional

Executive Secretary Departmental Promotional

PLEASE NOTE:
This is a departmental promotion. Qualified applicants must currently be employed with San Joaquin County District Attorney's office and meet the promotional eligibility requirements as stated in Civil Service Rule 10, Section 3-Eligibility for Promotional Examinations.

NOTE:
All correspondences relating to this recruitment will be delivered via e-mail. The e-mail account used will be the one provided on your employment application during time of submittal. Please be sure to check your e-mail often for updates. If you do not have an e-mail account on file, Human Resources will send you correspondences via US Mail.

Provides highly advanced secretarial support to a department head or executive, serving as a liaison between managers and staff. Develops and recommends complex procedures, implements systems to improve efficiency, and monitors deadlines and calendars. Arranges and coordinates complex meetings, seminars or classes; manages travel arrangements and coordinates budget administration. Screens visitors and calls with high judgment, interprets complex regulations, researches difficult issues, and maintains customer service with tact.

Relieves superiors of complex quasi‑administrative duties in personnel management, payroll, purchasing, inventory and system maintenance. Prepares difficult reports, letters, resolutions and other documents, maintains complex spreadsheets and databases, and manages specialized filing systems and master lists. Applies internal and external laws and regulations, produces complex documents, and may supervise a small group of clerical or technical employees and provide training.

• I – Two years of experience at a comparable or higher level to Office Secretary in San Joaquin County service, with significant responsibility for management secretarial duties.
• II – Six years of general clerical, secretarial and/or office technical work, including at least two years with primary responsibility for management secretarial duties.
• Substitutions: one year of business training in an approved vocational program; 30 semester or 45 quarter credit units at an accredited college; or a bachelor’s degree in public, business administration, human resources, labor relations, accounting, or a related field.
• Certificates: typing/keyboarding certification at 45 words per minute; or an acceptable proficiency certificate in one or more computer software programs.
• Computer proficiency may be required prior to appointment.

Highly advanced secretarial and office practices; advanced principles of prioritizing, planning and organizing; advanced clerical practices in personnel management, payroll, labor relations, purchasing, inventory control, clerical accounting, and system development; research, organization and reporting of data; personnel and management programs; and advanced filing and record‑keeping systems.

Provides a full range of secretarial duties to support managers and high‑level staff; performs quasi‑administrative and analytical work; researches, interprets and applies complex laws and regulations; gathers, organizes and maintains complex information; maintains effective working relationships; communicates effectively; writes clearly; performs advanced arithmetic; and leads or supervises others.

Mobility – frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting and climbing. Lifting – frequently 5 pounds or less; occasionally 5 to 30 pounds. Visual – constant good overall vision and reading work; frequent color perception. Hearing/Talking – frequent hearing of normal speech and telephone use. Emotional/Psychological – frequent decision making, concentration and public contact.

Special Requirements – some assignments may require working weekends, nights, and/or occasional overtime. Environmental – occasional exposure to varied weather conditions. San Joaquin County complies with the Americans with Disabilities Act and will consider reasonable…