Executive Secretary

The current vacancy is in the Department of Child Support Services; however, the resulting eligible list will be used to fill both open and promotional vacancies in various County departments as they arise, subject to specific position requirements and CEO approval.

To perform para-professional duties in support of executive staff; to perform a variety of highly responsible and complex clerical, secretarial and administrative duties for a department; and may assign and review the work of assigned clerical personnel.

This is the para-professional level class in the secretary series.  Positions at this level are distinguished from other classes by the analytical nature of a majority of the work performed as well as providing secretarial support to an executive.  Individuals in this position must keep multiple tasks on schedule, use tact and judgement, and preserve confidentiality of sensitive information.

Receives direction from assigned department head.

May exercise direct supervision over assigned secretarial and clerical personnel.

Duties may include, but are not limited to, the following:

• Perform a wide variety of complex, responsible, and confidential secretarial and administrative duties for executive staff and other management personnel including providing routine analytical support.
• Research, compile and analyze background data; perform routine and special administrative projects for management personnel; prepare independent draft reports and documentation; maintain records and files regarding department administrative activities.
• Screen calls, visitors and mail; respond to complex requests for information.
• Interpret and explain County and department policies, rules, and regulations in response to inquiries; refer inquiries as appropriate.
• Independently respond to letters and general correspondence not requiring the attention of executive personnel.
• Recommend and assist in the implementation of goals and objectives; establish schedules and methods for office operations; implement office policies and procedures.
• Plan, prioritize, assign, supervise and review the work of staff involved in providing administrative support. 
• Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various reports on operations and activities.
• Participate in the selection of staff; provide or coordinate staff training; work with employees to correct deficiencies; recommend disciplinary action and implement discipline procedures as directed.
• Coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.
• Order and purchase supplies for the department; perform accounting functions related to ordering supplies, equipment and services.
• May maintain payroll records; may maintain personnel files and records for management personnel.
• Provide support to a board or a commission including posting legal notices, preparing agendas, assembling background materials, and typing minutes of meetings as assigned.
• Perform clerical duties related to department activities such as typing, filing and distributing mail.
• Participate and assist in the development and administration of a department budget; prepare budget reports; compile annual budget requests; monitor and control expenditures.
• Establish and maintain a variety of files and records.
• Assist in developing staff reports for submittal to the County Executive Office and Board of Supervisors including preparing reports, assembling background materials, and composing first drafts.
• May supervise assigned staff; plan, assign and review the work of assigned personnel; conduct employee evaluations.
• Recommend organization or procedural changes affecting clerical activities.
• Build and maintain positive working relationships with co-workers, other County employees and the public using principles of good customer service.
• Perform related duties as assigned.

It is the applicant's responsibility to identify in their application materials how they meet the Minimum Qualifications listed below.

Experience and Training
Any combination of experience and training that would provide the required knowledge and abilities is qualifying.  A typical way to obtain the required knowledge and abilities would be:

Experience: Five years of increasingly responsible secretarial, clerical experience, including one year of office management and/or supervisory experience.

Training: Equivalent to the completion of the twelfth grade preferably supplemented by course work in business, accounting or a related field.

License or Certificate:
May need to possess a valid driver’s license as required by the position.  Proof of adequate vehicle insurance and medical clearance may also be required.

NOTE:  Applicants receiving their degree outside the United States must submit proof of accreditation by a recognized evaluation agency.

Knowledge of:

• Principles and practices of routine analytical research.
• Principles and practices of report writing.
• English usage, spelling, grammar, and punctuation.
• Modern office methods, procedures, and computer equipment.
• Business letter writing.
• Principles and practices of bookkeeping.
• Principles and practices of office management.
• Pertinent County functions, policies, rules and regulations.
• Principles and practices of supervising and evaluating performance.

Ability to:

• Understand the organization and operation of the County and of outside agencies as necessary to assume assigned administrative responsibilities.
• On a continuous basis, sit at desk for long periods of time.  Intermittently, twist and reach office equipment; write or use keyboard to communicate through written means; occasionally run errands; lift light weight.
• Intermittently review documents related to department operations; observe, identify, and problem solve office systems and procedures; understand, interpret and explain department policies and procedures; explain and problem solve office issues for the public and with staff.
• Prepare draft reports requiring analytical skill.
• Compose general correspondence and letters.
• Interpret and apply administrative and departmental policies, laws, and rules.
• Preserve confidentiality of sensitive material routinely encountered as part of work assignments.
• Develop and recommend policies and procedures related to assigned office operations.
• Supervise, train and evaluate assigned staff.
• Operate and use modern office equipment including personal computers.
• Analyze situations carefully, recommend solutions, adopt effective courses of action.
• Plan, organize and schedule priorities in the office.
• Compile and maintain complex and extensive records and prepare reports.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Work with various cultural and ethnic groups in a tactful and effective manner.
• Supervise, train and evaluate assigned clerical personnel.
• Take notes and write summaries of meetings.
• Type accurately at a speed of 50 words per minute.

Written Examination (100%) 

The written examination may include multiple choice, true/false, fill-in, matching, and/or essay type questions directly related to the required knowledge and abilities for this classification.

Prior to the date of hire, applicants for regular full and part-time positions must pass a medical examination which may include a drug screening and possibly a psychological evaluation. Applicants for extra help positions may be subject to a drug screening. All applicants must sign a constitutional oath, submit proof of U.S. citizenship or legal right to remain and work in the U.S. and be fingerprinted. For some positions, applicants may also be required to submit proof of age, be bonded or undergo a background check.

All new permanent employees, with the exception of sworn law enforcement and management, shall be required to join the employee organization or pay an 'Agency Fee' as a condition of employment.

The eligible list(s) resulting from this recruitment may be certified as a substitute list for a substantially similar classification.  For this purpose, a substantially similar classification is one at a lower level in the same classification (example: entry level vs. journey) and/or a similar classification (similar work performed, similar training and experience qualifications required). If you are contacted for an interview by a County department, you will be informed of the classification and other relevant information. If you choose not to interview for a substantially similar classification, you will remain on the eligible list for which you originally applied.

Placer County now offers an expedited process for qualifying certain applicants for interviews. Candidates currently employed, or employed within the last year, by a public agency operating under a personnel civil service or merit system may be eligible to be placed on a Public Agency Eligible List and certified as eligible for appointment to a similar job assignment without going through the examination process. For more information on the Public Agency Eligible List, to download forms, or to apply, please visit our website at: http://www.jobaps.com/placer/sup/abfreenames.asp.

Thank you for your interest in employment with Placer County. Placer County is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of Placer County that harassment and retaliation is prohibited and that all employees and applicants shall receive equal consideration and treatment. All recruitment, hiring, transfer and promotion will be based on the qualifications of the individual for the positions being filled regardless of sex, sexual orientation, race, color, ancestry, religious creed, national origin, physical disability (Including HIV and AIDS), mental disability, medical condition (cancer or genetic characteristics/information), age (40 or over), marital status, pregnancy, childbirth and related medical conditions, or any other classification protected by federal, state or local laws or ordinance. Please contact the Personnel Department at least 5 working days before a scheduled examination if you require accommodation in the examination process. Medical disability verification may be required prior to accommodation.

The following information represents benefits currently available to permanent Placer County employees and may be subject to change.  It is advisable that applicants inquire as to the most current benefit package during hiring interviews or by contacting the Personnel Department.

Click here to view General benefits

5/29/2013    Minimum Qualifications Screening

6/19/2013    Written Examination (Tentative Date)

6/28/2013    Eligible List Established