Executive Secretary 3

Recruitment #PEX-1454-075565

Introduction

FINAL FILING DATE: FILE IMMEDIATELY

RECEIPT OF APPLICATIONS MAY CLOSE AT ANYTIME, BUT NOT BEFORE MARCH 23, 2017

Appointment Type:
Permanent Exempt (PEX) Full Time – this position is exempt from the competitive civil service examination process pursuant to San Francisco Charter Section 10.104 and shall serve at the discretion of Appointing Officer.

Position Description:
Under general direction, the Executive Secretary III serves as the executive and confidential secretary to the Clerk of the Board of Supervisors.  This position requires a broad level of independent judgment, decision-making and action, and performs a wide variety of difficult and sensitive secretarial and administrative work, involving a high degree of responsibility for public contact with government officials, citizens and other employees.  This position also conducts compliance, outreach, and analytical work for the Clerk of the Board with additional duties as required. 

Supervision Exercised:
May assign, delegate, supervise, and review the work of clerical personnel.

Essential Duties:  
The essential functions of the Executive Secretary include but are not limited to the following:  

  1. Serves as an assistant to the Clerk of the Board (COB) in the performance of a wide variety of staff assignments.
  2. Screens invitations and calls from individuals requesting meetings and conversations; screens and interviews office visitors; provides information to the COB on specific subjects concerning individuals who have appointments; may assist in the preparation and planning of meetings, conferences and other activities; may assist in the preparation of informational material to be distributed to the Board of Supervisors (Board).
  3. Maintains, controls and updates appointment calendar for COB and preps COB with information and materials for meetings. Inputs approved staff vacation days.  May make business travel arrangements.
  4. May track legislation for the COB and monitor meetings of the Board and its committees.
  5. Conducts polling, surveying, and coordinating with the member offices of the Board of Supervisors.
  6. Word processes, types, edits and composes a variety of letters, memoranda and reports, including that of a highly confidential and/or critical nature.
  7. Prepares meeting agendas, take minutes and prepares draft minutes for the Management Team Meeting for the COB’s review.
  8. Prepares summaries of reports, memoranda and documents for executive staff review.  Prepares and updates office manuals and phone rosters.
  9. Perform compliance and analytical work.  Examines, verifies, organizes, and distributes a variety of records and reports, including Rules of Order, Supervisors Handbook, Sole Source, Conflict of Interest Code and Statement of Economic Interests (Form 700) filings, and Board appointee terms. Follow-up on responses, and work with the City Attorney’s Office to assure completeness if necessary.
  10. Prepares and distributes vacancy notices for outside Boards and Commissions. Process responses for Board review.
  11. Prepares Oath of Office paperwork as needed.
  12. Assists with tasks related to orientation, Inauguration, on boarding and off boarding of new members of the Board and Legislative Assistants.
  13. Creates Outreach Advertisement collected from City departments for publishing in Outreach Newspapers. Reviews and approves payments of invoices.
  14. Assist Operations Deputy with clerical staff during the Deputy’s absence and may assign and supervise the work of subordinate clerical staff.  Lend support to clerical staff as needed.
  15. Performs office management functions including the maintenance of a wide variety of confidential and other office records and files; receives and reviews correspondence directed to the COB; evaluates suggestions and comments from the public and drafts replies; analyzes and summarizes responses from the public and prepares reports containing recommendations on courses of action.
  16. Reviews and understands documents, mail and e-mail addressed to Board of Supervisors to determine necessary action and to place on the communication page or in the appropriate file.  Forward emails regarding open items before the Board and all department reports to appropriate parties.
  17. Develops, maintains, and manages various office/record systems.
  18. Provides information to the public, City officials and representatives of a variety of agencies and groups in response to questions concerning department policies, procedures and pending legislation.
  19. Performs other duties and responsibilities as assigned.

Nature of Essential Duties Include: Extensive work in a standard office environment which may involve prolonged sitting, bending, and operation of typing, word processing, and other office equipment; Ability to work outside normal business hours and attend evening meetings when necessary; Ability to adapt to change, Ability to effectively manage stressful situations under constant deadlines.

Minimum Qualifications

1. Three (3) years of verifiable executive secretarial experience providing personal and confidential administrative support for a manager by arranging appointments and assisting in the preparation of meetings, responding to public inquiries, reviewing incoming documents, composing confidential correspondence, conducting research and preparing statistical reports. Job duties must be comparable to 1450 Executive Secretary I;

OR

2. Five (5) years of verifiable secretarial experience encompassing editing and independently composing letters and other correspondence utilizing computer software/systems; researching, compiling and organizing data for various reports; and maintaining office/record systems. Job duties must be comparable to 1446 Secretary II;

AND

3. Ability to type 55 words per minute (WPM).

Substitution:
A recognized secretarial training program of two hundred forty (240) hours Or the equivalent of fifteen (15) semester units in graded secretarial college units, may substitute for up to six (6) months of the required experience. Proof of satisfactory completion must be submitted at time of filing application.

Note:

Candidates are required to submit certification of their typing abilities by the filing deadline. Certificates must be dated within the past six months.  

To be considered for this position, you must submit a detailed resume and cover letter indicating your interest and how you qualify for this position by the filing deadline.   

Please read “Selection Plan” section and “Instructions for submitting verification documents” under Conclusion section below.

Desirable Qualifications:

The following desirable qualifications may be considered at the final phase of the selection process when candidates are referred for hiring.                  

  • Knowledgeable in shorthand.
  • Exercise independent, sound judgment, free from outside influence, and can escalate issues to manager when needed;
  • Ability to carry out responsibilities in a busy environment while keeping tight timelines utilizing sharp prioritizations skills;
  • Strong organizational and people skills;
  • Experience writing accurate, well organized, and grammatically correct documents, which include, but are not limited to, letters, memoranda, and reports;
  • Demonstrated ability to use computer applications, including email, word processing, spreadsheets, databases, and the internet to develop, prepare and/or maintain correspondence, reports, and other documentation. Intermediate level experience with Microsoft Word, Excel, Power Point, and Outlook.

How To Apply

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit www.jobaps.com/sf to register an account (if you have not already done so) and begin the application process.

Select the desired job announcement
Select “Apply” and read and acknowledge the information
Select either “I am a New User” if you have not previously registered, or “I have Registered Previously”
Follow instructions on the screen

Computers are available for the public (from 8:00 a.m. to 5:00 p.m. Monday through Friday) to file online applications in the lobby of the Dept. of Human Resources at 1 South Van Ness Avenue, 4th Floor, San Francisco.

Applicants may be contacted by email about this announcement and, therefore, it is their responsibility to ensure that their registered email address is accurate and kept up-to-date.  Also, applicants must ensure that email from CCSF is not blocked on their computer by a spam filter.  To prevent blocking, applicants should set up their email to accept CCSF mail from the following addresses (@sfgov.org, @sfdpw.org, @sfport.com, @flysfo.com, @sfwater.org, @sfdph.org, @asianart.org, @sfmta.com, @sfpl.org, @dcyf.org, @first5sf.org).

Applicants will receive a confirmation email that their online application has been received in response to every announcement for which they file.  Applicants should retain this confirmation email for their records.  Failure to receive this email means that the online application was not submitted or received.

All work experience, education, training, and other information substantiating how you meet the minimum qualifications must be included on your application by the filing deadline. Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications. Please do not submit a resume in lieu of completing the electronic job application. All statements made on the application are subject to verification.

Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Christine Cayabyab, by telephone at (415) 554-7707, or by email at Christine.cayabyab@sfgov.org

Selection Plan

To be considered for this position, you must submit a detailed resume and cover letter indicating your interest and how you qualify by the filing deadline.  Applications, cover letters and resumes will be screened for relevant qualifying experience.  Additional screening mechanisms may be implemented in order to determine candidate’s qualifications.  Only those most qualified will be invited to move forward in the selection process, which will include but may not be limited to an interview.

Knowledge, Skills and Abilities: 

Knowledge of: current office practices, procedures and equipment; business English; spelling; arithmetic; office management and office/record systems.  

Ability to: organize, coordinate, and review the work of an executive office; assume responsibility and use judgment in representing, reflecting and carrying out program goals and mission of executive/ managers in situations requiring tact, diplomacy and poise; organize and handle administrative details independently; compose letters, memoranda, and reports; establish and maintain harmonious working relations with the general public and other employees.

Conviction History

As a finalist for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a finalist. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances, such as:

  • Candidates applying for positions with the Unified School District and the Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.
  • Candidates applying for positions with the Recreation and Park Department may be disqualified from consideration should their conviction history not meet the standards established under California Public Resources Code 5164.

Having a conviction history does not automatically preclude you from a job with the City.

If you are selected as a finalist, the hiring department will contact you to schedule a fingerprinting appointment.

Disaster Service Workers

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

Conclusion

General Information concerning City and County of San Francisco Employment Policies and Procedures:
Important Employment Information for the City and County of San Francisco can be obtained at http://sfdhr.org/information-about-hiring-process or hard copy at 1 South Van Ness Avenue, 4th Floor.

Copies of Application Documents:
Applicants should keep copies of all documents submitted, as these will not be returned.

Right to Work:
All persons entering the City and County of San Francisco workforce are required to provide verification of authorization to work in the United States.

Terms of Announcement:
Applicants must be guided solely by the provisions of this announcement, including requirements, time periods and other particulars, except when superseded by federal, state or local laws, rules or regulations.  Clerical errors may be corrected by the posting the correction on the Department of Human Resources website at www.jobaps.com/sf.

The terms of this announcement may be appealed under Civil Service Rule 111A.35.1. The standard for the review of such appeals is ‘abuse of discretion’ or ‘no rational basis’ for establishing the position description, the minimum qualifications and/or the certification rule.  Appeals must include a written statement of the item(s) being contested and the specific reason(s) why the cited item(s) constitute(s) abuse of discretion by the Human Resources Director.  Appeals must be submitted directly to the Executive Officer of the Civil Service Commission within five business days of the announcement issuance date.

Requests:
Applicants with disabilities who meet the minimum eligibility requirements for this job announcement can find information on requesting a reasonable ADA Accommodation at: http://sfdhr.org/information-about-hiring-process#applicantswithdisabilities.

Verification of Experience:
Applicants may be required to submit verification of qualifying education and experience at any point in the application or departmental selection process. Verification of experience, when requested, must be on the employer’s letterhead and must show the name of the applicant, job title(s), duties, dates of service, and must be signed by the employer. City employment may be verified by submitting a performance evaluation in lieu of other verification. Note: Falsifying one’s education, training, or work experience, or attempted deception on the application may result in disqualification for this and future job opportunities with the CCSF. Applicants must submit verification only when requested.

Benefits

All employees hired on or after January 10, 2009 will be required (pursuant to San Francisco Charter Section A8.432) to contribute 2% of pre-tax compensation to fund retiree healthcare. In addition, most employees are required to make a member contribution towards retirement, ranging from 7.5%-13.25% of compensation. For more information on these provisions, please contact the personnel office of the hiring agency.

For more information about benefits, please click here.

 



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