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Executive Secretary

(INTERDEPARTMENT TRANSFER OPPORTUNITY ONLY)
Recruitment #TRNS-12321-01

Salary:$22.14 - $26.91/hour; $3,837.41 - $4,664.45/month
Department:Public Works
Job Type: Promotional and/or Interdepartment Transfer
Date Opened:3/13/2014 1:00:00 PM
Filing Deadline:3/28/2014 5:00:00 PM
Employment Type: Permanent/Full Time (40 hrs/week)
Work Location: Auburn Area (Applegate, Auburn, Colfax, Foresthill, Meadow Vista, Penryn)
HR Analyst: Steven Oliveira

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INTRODUCTION

THIS RECRUITMENT IS OPEN TO PERMANENT OR PROBATIONARY PLACER COUNTY EMPLOYEES ONLY

Interdepartment Transfer/Voluntary Demotion Eligibility Criteria:

    • Currently a permanent or probationary Executive Secretary.

††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††OR

    • Currently a permanent or probationary County employee with an equivalent salary to Grade 76.*
    • The difference between Step 5 of your current salary grade and Step 5 of Grade 76 is less than 5%, or at any hourly rate above Grade 76 and willing to voluntarily demote.

††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††AND

    • Meet the minimum qualifications of the classification.

* Salary Schedule/Grades can be found at V:\Personnel\Salary and Allocation Information.††††††††††††††††††††††††††††††††††††††

POSITION INFORMATION

The current vacancy is in the Department of Public Works.† The eligible list established from this recruitment may be used to fill future vacancies in other departments as they arise.

Desired Abilities/Skills:

  • Perform a wide variety of complex, responsible, and confidential secretarial and administrative duties for executive staff and other management personnel.
  • Prepare and type a variety of corrrespondence, agenda items, reports, and documentation as directed.
  • Screen calls, visitors, and mail.
  • Respond to complex requests for information.
  • Maintain records, coordinate Board of Supervisors agenda items, and make travel arrangements.
  • Provide direct support for the Director and maintain appointment schedules and calendars.
  • Arrange meetings and conferences.

DEFINITION

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.

DISTINGUISHING CHARACTERISTICS

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.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from assigned department head.

May exercise direct supervision over assigned secretarial and clerical personnel.

EXAMPLES OF ESSENTIAL DUTIES

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.

MINIMUM QUALIFICATIONS

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 driverís license as required by the position.† Proof of adequate vehicle insurance and medical clearance may also be required.

KNOWLEDGE, SKILLS, AND ABILITIES

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.

BENEFITS

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 benefits for General bargaining unit

CONCLUSION

To be considered for this Interdepartment Transfer/Voluntary Demotion opportunity:

  • Click the†Special Appointments/Transfers/Reinstatements link here or on the JOBS Employment Opportunities page located at jobsatplacercounty.com.
  • Scroll down to the Interdepartment Transfer/Voluntary Demotion Process Section.
  • Select the Interdepartment Transfer/Voluntary Demotion (Placer County Employees Only) radio button and click the Interdepartment Transfer/Voluntary Demotion application link bar.
  • Follow the instructions provided to select the classification for which you would like to be considered.
  • Select the link "Click here to submit a Special Appointments application for this classification," and complete and submit the online application.

Department Contact:† Kim Hughes, (530) 745-7597

Interdepartment Transfer/Voluntary Demotion applications may be submitted at any time; however,

TO BE CONSIDERED FOR THIS RECRUITMENT, PLEASE SUBMIT YOUR APPLICATION BY FRIDAY, 3/28/2014, AT 5:00 PM.