Executive Secretary

sjgov•Stockton, CA

About The Position

The Executive Secretary provides highly advanced secretarial support, usually to a department head or executive responsible for a large department or division. The position acts as a liaison between managers and staff and may represent management in sensitive and confidential matters. It develops and recommends complex procedures, improves the efficiency and effectiveness of assigned operations, monitors deadlines and calendars, coordinates complex meetings and travel, and may assist with budget administration. The role screens visitors and calls, exercises judgment in responding to sensitive matters, explains complex rules and procedures, researches difficult issues, and provides effective customer service. It performs quasi-administrative and analytical work in areas such as personnel, payroll, purchasing, inventory, systems maintenance, and budget administration; reviews complex records; and compiles statistical, financial, and other data. The Executive Secretary independently prepares complex reports and correspondence, maintains spreadsheets, databases, filing systems, control files, and records, and applies relevant laws, regulations, ordinances, and policies. As an incidental duty, the position may provide second-level supervision to a small group of clerical or technical employees and may train staff. This promotional examination is for one vacancy in the San Joaquin County District Attorney’s Office and may establish an eligible list for future vacancies. Applicants must currently be employed by the District Attorney’s Office and satisfy the County’s promotional eligibility requirements. Some assignments may require weekend or night work and occasional overtime. The position involves frequent computer data entry, repetitive motion, and prolonged sitting, along with occasional exposure to varied weather conditions.

Requirements

Must be currently employed by the San Joaquin County District Attorney’s Office and meet eligibility requirements for promotional opportunities.
For promotional examination eligibility, meet the minimum qualifications of the class by the final filing date.
Meet one qualifying service requirement: permanent status in the Classified Service; at least 1,040 hours worked by a probationary, part-time, or temporary employee in the previous 12 months or previous calendar year; or 2,080 continuous and consecutive hours worked as an exempt employee.
Have a satisfactory or better rating on the most recent performance evaluation.
Knowledge of advanced secretarial and office practices and procedures, planning and prioritization, and clerical practices in personnel, payroll, labor relations, purchasing, inventory control, accounting, and systems maintenance.
Knowledge of research, data gathering and reporting, analytical methods, computer systems and general office software, public relations, interviewing, filing and records management, correspondence and report formats, accounting, and training and supervision.
Ability to provide advanced secretarial and quasi-administrative/analytical support; research, interpret, and apply complex laws, regulations, policies, procedures, court orders, and third-party requirements.
Ability to prioritize work and gather, organize, enter, and maintain complex information, including financial or program-specific data.
Ability to handle detailed, confidential, and sensitive information; use advanced office procedures and equipment; follow complex directions; communicate effectively; write clearly; perform advanced arithmetic; and lead or supervise others.

Responsibilities

Provide advanced secretarial support to managers and other high-level staff.
Serve as a liaison between management and staff and represent management in sensitive or confidential situations.
Develop and recommend complex procedures and systems to improve the efficiency and effectiveness of assigned operations.
Monitor deadlines and calendars and maintain tracking and control systems.
Arrange and coordinate complex meetings, seminars, classes, and travel transportation.
Screen visitors and calls, exercise judgment in their disposition, explain complex information, and provide customer service.
Research complex issues and obtain information from managers, staff, clients, outside agencies, and others.
Perform quasi-administrative and analytical duties related to personnel management, payroll, labor relations, purchasing, inventory, systems maintenance, budget administration, and similar functions.
Review complex administrative and other records and compile statistical, financial, and numerical data.
Prepare complex reports, letters, resolutions, forms, and other documents with substantial independence.
Develop and maintain complex spreadsheets, databases, specialized filing systems, master lists, and control files.
Apply relevant laws, regulations, ordinances, policies, and procedures to assigned responsibilities.
Provide incidental second-level supervision to a small group of clerical or technical employees and provide training as assigned.

Benefits

Choice of three health insurance plans; employees pay a portion of the premium, and dependent coverage is available.
Choice of two dental plans; employee-only coverage has no cost, with dependent coverage available at the employee’s expense.
Vision coverage; employee-only coverage has no cost, with dependent coverage available at the employee’s expense.
Employer-provided life insurance for eligible employees, with the amount based on years of continuous service; employees may purchase additional term life insurance.
Voluntary flexible benefits plan using pre-tax dollars for eligible health and dependent-care expenses.
County retirement plan coverage under the County Retirement Law of 1937.
Deferred compensation plan under Section 457, with Roth IRA availability.
Vacation accrual that increases with years of service.
Fourteen paid holidays annually for civil service status employees.
Twelve working days of sick leave annually with unlimited accumulation.
Sick leave incentive of eight hours of administrative leave when stated eligibility conditions are met.
Three days of paid bereavement leave for the death of a qualifying family member, with two additional days of accrued leave in specified cases.
Merit salary step increases after qualifying service on each step.
Educational reimbursement for eligible career-related coursework and approved college or university programs.
Downtown Stockton parking contribution of up to $20 per pay period for qualifying employees.
Up to 40 hours per year, subject to monthly limits, to participate in children’s school activities.