Executive Secretary (Confidential)

Description
PLEASE READ THIS BULLETIN IN ITS ENTIRETY
THE POSITION

This recruitment is being conducted to fill one full-time vacancy. The list established by this recruitment may be used to fill future full-time, part-time, limited term, and temporary vacancies for up to one year.

The Executive Secretary (Confidential) classification is used in various departments throughout the City and performs a variety of confidential secretarial and administrative duties for a City department. This position provides information and assistance to the public regarding the department to which assigned, and will assist the Department Director in administration and organization of the department.

This is an advanced-journey level class in the clerical/secretarial support series. This class is distinguished from the Executive Secretary by the performance of confidential secretarial and administrative duties of a highly sensitive nature in support of department heads, division managers or other executive management staff.

THE CITY OF VALLEJO
The City of Vallejo is located in Solano County and has a population of approximately 125,000 residents. Vallejo is a rapidly changing, highly diverse community located midway between the cities of San Francisco and Sacramento. It is a friendly, active waterfront community that attracts innovative, hardworking people and takes great pride in its 148-year history and maritime heritage. Residents of Vallejo are situated to take advantage of the best of what the area has to offer. Golf, museums, performing arts, boutique shopping, brewpubs and a wide selection of restaurants are all available in Vallejo. Residents and visitors alike enjoy Vallejo's delightful historical downtown area, weekly downtown farmer's market, and beautifully restored Victorian homes and business facades. Vallejo is also home to Six Flags Discovery Kingdom, one of America's only combination wildlife, oceanarium and theme parks.

To perform a variety of confidential secretarial and administrative duties for a City department; and to provide information and assistance to the public regarding the department to which assigned; assist the Department Director in administration and organization of the department. This is an advanced-journey level class in the clerical/secretarial support series. This class is distinguished from the Executive Secretary by the performance of confidential secretarial and administrative duties of a highly sensitive nature in support of department heads, division managers of other executive management staff.

SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from a department director.
May exercise direct supervision over secretarial and clerical staff.
EXAMPLES OF IMPORTANT RESPONSIBILITIES AND DUTIES

Important responsibilities and duties may include, but are not limited to, the following:

Perform responsible, complex and administrative and secretarial support; supervises the ordering and storage of appropriate supplies; monitor budget as assigned; recommend improvements in work flow, procedures and use of equipment and forms.

Interacts with government officials, the City Council, commission members representatives from business and community organizations, the public and all levels of personnel.

Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities; receive and route mail.

Independently compose a wide variety of correspondence, letters, reports, and memoranda many of which are confidential and sensitive in nature.

Type and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft, verbal instruction or transcribing machine recordings; independently compose correspondence related to assigned responsibilities.

Participate in the duties relating to administration of a department; assist in preparing comprehensive reports, preparing minutes of meetings, preparing agendas of commission meetings, compiling annual budget requests, recommending expenditure requests for designated accounts, and monitoring approved budget accounts.

Maintain personnel and payroll records; process paperwork for personnel actions including new hires, terminations and promotions; monitor performance evaluation dates and provide appropriate forms to staff.

Assist in a variety of department operations; perform special projects and assignments as requested.

Manage office support functions; direct the work activities of assigned clerical personnel; prioritize and coordinate work assignments; review work for accuracy.

Maintain calendars of department activities, meetings and various events for the Department Director; coordinate activities with other City departments, the public and outside agencies.

Organize and maintain complex technical filing systems.

Perform general clerical work including filing, scheduling appointments and meetings, and processing payroll.

Serve as secretary to various committees and commissions; may take and transcribe meeting minutes.

Operate a variety of office equipment including a computer; input and retrieve data and text; organize and maintain disc storage and filing.

Perform at the intermediate/expert level in various software programs such as, but not limited to Excel, Word, PowerPoint, Access and Publisher.

May provide technical support in the absence of technical staff.

Coordinate travel arrangements for department staff as needed.

Perform related duties and responsibilities as required.
KNOWLEDGE, SKILLS AND ABILITIES / MINIMUM QUALIFICATIONS
:
QUALIFICATIONS

Knowledge of:

English usage, spelling, grammar and punctuation.

Modern office procedures, methods and computer equipment.

Business letter writing and basic report preparation.

Principles and procedures of record keeping.

Principles of supervision, training and performance evaluation.

Ability to:

Perform responsible and difficult secretarial work involving the use of independent judgment and personal initiative.

Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.

Interpret and apply administrative and departmental policies and procedures.

Independently prepare correspondences and memoranda.

Supervise, train and evaluate assigned clerical staff.

Transcribe such things as recordings, meeting notes, when required by assigned position, at a speed necessary for successful job performance.

Type at a speed necessary for successful job performance.

Ability to work independently in the absence of supervision and exercise a high level of confidentiality.

Operate and use modern office equipment including a computer and word processor.

Work cooperatively with other departments, City officials and outside agencies.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

MINIMUM QUALIFICATIONS:

Experience:

Three years of increasingly responsible secretarial experience. Highly desirable experience includes the ability to multitask, scheduling of various calendars, be highly organized including the ability to create, implement and maintain an automated and manual filing system.

Training:

Completion of the twelfth grade or G.E.D. supplemented by specialized secretarial training. College level course work in business administration, computer science, or a related field is desirable.

SUPPLEMENTAL INFORMATION
Working Conditions
Office and inspection site environment; exposure to dust and noise; some climbing, stooping, light lifting and inspecting in confined areas.

The Recruitment & Selection Process

1.) Applicants must submit a completed City of Vallejo online application, including all responses to the Supplemental Questionnaire (Resume/Cover Letter Optional), by the posted deadline in order to be considered.

2.) Applications will be screened for overall qualifications the week of December 9, 2024.

3.) Candidates who are deemed to be the best qualified will be invited to take part in an assessment process which may consist of written, online, oral, or performance exercises. Candidates invited to the assessment process will be notified by email of the date, time, and location of the assessment.

The City reserves the right to limit the number of candidates to those determined to be best qualified based upon all requested application materials, including training and experience, current resume, and responses to supplemental questions.

4.) Candidates placed on the Register of Eligible (eligible list) will be referred to the department for final interviews based on their performance in the exam. The number of candidates referred for a hiring interview is at the discretion of the hiring department.

NOTE: If you have problems creating a user account, obtaining your already created account information, or submitting your online application, please contact governmentjobs.com applicant support directly at 855-524-5627. City of Vallejo staff are unable to assist with these issues.

REASONABLE ACCOMMODATIONS
The City of Vallejo is committed to providing reasonable accommodation to applicants as required by the Americans with Disabilities Act (ADA) and the Fair Employment and Housing Act (FEHA). Qualified individuals with disabilities who need a reasonable accommodation during the application, assessment or selection process may contact the Human Resources Department by emailing Martha.galo@cityofvallejo.net to request an accommodation.

PRIOR TO HIRE
The selected candidate will be required to: 1.) Submit to reference checks 2.) Submit to and successfully pass a pre-employment background check, including fingerprint check.

3.) Provide proof of legal right to work in the United States.

Disaster Service Workers - All City of Vallejo ("City") employees are designated Disaster Service Workers ("DSW") by state 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 DSW-related training as assigned and to return to work as ordered in the event of an emergency.


Veteran's Preference - Veteran's preference points will be applied in accordance with Civil Service Rule 24. A copy of the DD 214 form must be filed at time of application.

Equal Opportunity Employer (EOE) - The City of Vallejo is an Equal Opportunity Employer. It is the policy of the City of Vallejo to provide equal employment opportunity for all qualified persons. All applicants will be considered without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender, gender identity, gender expression, marital status, ancestry, medical condition (cancer and genetic characteristics), genetic information, or denial of medical and family care leave, or any other non-job-related factors.

Note: The provisions in this bulletin do not constitute a contract, expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice.
Closing Date/Time: 12/9/2024 5:00 PM Pacific

Please mention you found this employment opportunity on the CareersInGovernment.com job board.

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