Executive Secretary (#RO2060)
$27.15-$33.00 Hourly / $4,706.30-$5,720.54 Monthly / $56,475.71-$68,646.58 Yearly

Under general direction, performs very advanced secretarial work of substantial difficulty and complexity for a department head or comparable senior administrator in various County office settings; performs advanced quasi-administrative/analytical and office technical work within the secretarial role; may be responsible for clerical office management and/or may perform second-level supervision over a group of other clerical/technical employees as a related, but not definitive, duty; and does related or other work as required in accordance with Rule 3, Section 3, of the Civil Service Rules.

This is the highly advanced-level class in the Office Secretary series. Positions must meet specific criteria for allocation to this class and are not multi-allocated with other levels in the series. Incumbents in this class usually perform secretarial work for a department head or similar executive-level employee. Consequently, the level of secretarial work expected of incumbents is greatly impacted by the executive focus and related highly sensitive/confidential nature of the assignments. Incumbents are expected to apply a substantial level of initiative and independent judgment to their work, which may also include quasi-administrative/analytical duties.

This class differs from the class of Administrative Secretary because incumbents in that class usually provide advanced secretarial duties for one or more senior-level managers/administrators and often have very strong first-line supervisory responsibilities.

• Performs highly advanced secretarial support duties, usually for a department head or executive with responsibility for a large department or division; acts as a liaison between the manager(s) and staff and may represent management in highly sensitive and confidential situations; develops and recommends complex procedures applicable to areas of assignment; develops and implements systems for improving the efficiency and effectiveness of assigned operations; monitors deadlines and calendars as assigned and develops/maintains control and tracking systems; arranges and coordinates complex meetings, seminars or classes; arranges for travel transportation; may coordinate and/or perform clerical/technical aspects of budget administration.
• Receives and screens visitors and calls, using a very high degree of judgment in their disposition; interprets and explains specialized and complex information regarding established rules, regulations, policies, procedures and technical office operations to managers, patients, clients, outside agencies and others; researches difficult and complex issues; obtains information from managers, staff, patients, clients, and others; identifies and seeks to meet customer needs, maintaining tact and diplomacy and using good judgment regarding sensitive/confidential matters; provides customer service in a calm, helpful and effective manner.
• Relieves superior of very complex quasi-administrative/analytical duties in areas such as personnel management, payroll, purchasing, inventory, systems maintenance and/or similar functions; gathers, analyzes and maintains specialized and complex information related to office administrative operations, including administration of the budget; reviews and analyzes complex legal, custody, health care and other administrative records to identify needed information; researches, compiles, maintains and processes statistical, financial and/or other numerical data to support highly specialized office functions; may perform highly-advanced clerical accounting duties.
• Prepares a variety of difficult and complex reports, letters, resolutions and other documents with substantial independence, utilizing a highly advanced knowledge of specialized subject matter; develops and maintains complex spreadsheets and databases, either by hand or computer; maintains data and develops reports for budget and other purposes.
• Develops and maintains specialized filing systems, including coding and indexing various records and/or legal documents; prepares master lists and control files.
• Applies internal and external laws, regulations, ordinances and policies as they relate to assigned responsibilities; may produce and/or issue complex documents and complete complex forms for the purpose of documenting specialized program-related information.
• As an incidental duty, may perform second-level supervision over a small group of clerical and/or technical employees; provides training as assigned; develops, organizes and distributes training materials as appropriate.

Either I

Experience:  Two years at a level comparable or higher to Office Secretary in San Joaquin County service that included significant responsibility for performing management secretarial duties.  

Or II

Experience:  Six years of general clerical, secretarial and/or office technical work, including at least two years with primary responsibility for performing management secretarial duties.

Substitutions:  a)  One year of business training in an approved vocational training program may substitute for one year of the above-required experience; or b) Completion of 30 semester/45 quarter credit units at an accredited college or university may substitute for one year of the above-required experience; or c)  Graduation from an accredited college or university with a Bachelor’s Degree in public or business administration, human resources management, labor relations, accounting, or a related field may substitute for the four years on non- secretarial experience required above.  

And

Certificates:  If required by the nature of the assignment: 1) possession of acceptable typing/keyboarding or other certification of ability to input data at the rate of 45 words per minute; and/or 2) possession of an acceptable proficiency certificate in one or more computer software programs.

Special Requirement: Most positions require the ability to use computers and/or word processing equipment.  If required by the nature of the assignment, demonstrated general or software-specific computer proficiency may be required prior to appointment.

Highly advanced secretarial and other office practices and procedures; advanced principles and practices of prioritizing, planning and organizing work; advanced clerical practices related to personnel management, payroll, labor relations, purchasing, inventory control, clerical accounting, and systems development/maintenance; advanced clerical methods of researching, gathering, organizing and reporting data; standard analytical principles and processes; personal computer systems and general office computer software; public relations techniques; advanced interviewing techniques; advanced filing and record keeping systems; complex correspondence and report formats; advanced clerical accounting methods and practices; principles of training and supervision.

Provide a full range of secretarial duties to support managers and/or other high-level staff; perform quasi-administrative/analytical work related to various specialized office activities; research, interpret, and apply complex laws/regulations, court orders, program policies/procedures, and third-party rules/requirements related to areas such as personnel management, payroll, labor relations, purchasing, inventory control, clerical accounting and systems development/maintenance; evaluate and establish priorities; gather, organize, input and maintain complex information, including financial or program-specific data; provide/obtain detailed information to/from others as appropriate, including  confidential and/or otherwise sensitive information; utilize advanced office procedures and equipment; follow complex oral and written procedures and directions; establish and maintain effective working relationships with others, even in difficult situations; communicate effectively with others; write clearly and legibly; perform advanced arithmetical operations; lead or supervise others.