Transfer- Executive Secretary

Class Code 27953: Executive Secretary

Transfer job postings are for County of Sacramento employees only.
In order to be qualified for a transfer:
1. You must meet the Minimum Qualifications of the new job.
2. The difference between the top salary steps (the highest pay rate within the range of pay) of your current job class and the job class that you intend to transfer into must be less than 5%.

There are three different transfer types that you may qualify for: interdepartmental transfer interclass transfer and voluntary demotion. These different transfer types are defined as:

• Interdepartmental transfer - a transfer in the same class from one County department to another.
• Interclass transfer - a transfer from one job class to a different job addition the difference between the top salary steps (the highest pay rate within the range of pay) of your current job class and the job class that you intend to transfer into must be less than 5%.
• Voluntary demotion - a transfer into a job class that pays less than 95% of your current class salary.

Knowledge of

• Administrative and secretarial practices and procedures such as calendar management and methods of organization
• Basic organization and function of government agencies
• Principles and practices of data collection and report preparation
• Techniques and methods of recordkeeping and file management both physical and electronic
• Standards of business correspondence including composition and formatting of memos letters and other procedural documents
• Principles and practices of supervision leadership mentoring and training
• Office procedures methods and equipment including computers and applicable software applications such as word processing spreadsheets databases publishing virtual meeting platforms and other specialized applications related to area of assignment
• English usage spelling grammar and punctuation

• Provide varied responsible and confidential executive level secretarial and office administrative assistance
• Organize work set and adjust priorities in order to meet critical deadlines and follow up on assignments
• Analyze situations accurately and adopt an effective course of action
• Use tact discretion initiative and independent judgement
• Maintain composure in stressful or difficult situations
• Navigate various software systems and effectively locate enter and retrieve information
• Independently compose a variety of written documents including memos letters and procedural documents from concept or with minimal input
• Plan coordinate assign and review the work of staff
• Listen effectively
• Develop and maintain respectful cooperative collaborative and effective working relationships with others
• Communicate clearly and concisely both verbally and in writing
• Take responsibility and accountability for actions
• Interpret and apply applicable federal state and local laws codes and regulations
• Apply customer service skills including the identification of customer needs and follow up to ensure customer commitments have been met
• Recognize confidential information and exercise discretion in the communication and handling of such information

Minimum Qualifications

Either: Two years of full time paid secretarial or administrative assistant experience in a local state or other government order to be qualified experience must have been in direct support of a manager or higher level position.

Or: Four years of full time paid clerical or higher level experience which included primary responsibilities for the following: a) calendar management for a supervisor program or department b) preparation and production of agendas and/or meeting materials and taking minutes; and c) screening and routing calls correspondence and/or receiving in-person visitors.

Note: The word experience referenced in the minimum qualifications means full-time paid experience unless the minimum qualification states that volunteer experience is acceptable. Part-time paid experience may be accumulated and pro-rated to meet the total experience requirements.

GENERAL QUALIFICATIONS

Criminal History and Background Checks:
The County may access criminal history information on candidates who have accepted a conditional offer of appointment for this class consistent with the provisions of Board of Supervisors Resolution No. 82-602 Personnel Policies and applicable federal and state laws. The County shall not consider for employment any candidate who has been convicted of a felony or misdemeanor that relates to or impacts the candidates ability to perform the job duties of this class unless it is determined that mitigating circumstances exist. For purposes of accessing criminal history information the candidate will be fingerprinted. A subsequent arrest notification may be obtained.

The County may also conduct a background check on the candidate prior to appointment to a position within this class. The background check may include personal and professional reference checks credit history checks where authorized by Labor Code section 1024.5 Social Security Number verification professional license/registration verification military service information and driving history. Information obtained in the course of this background check will be considered by the appointing authority in the selection obtaining such information the County will comply with applicable consent and disclosure practices in the Fair Credit Reporting Act and the California Investigative Consumer Reporting Agencies Act.

Travel Requirement:
Incumbents in this class may be required to perform occasional duties at alternative these circumstances the incumbent must be able to obtain reliable transportation.

How to Apply

The County of Sacramento application form and responses to the Supplemental Questions are to be completed and submitted online.

Please remember:

• If you have previously applied online for a County job you must use the same Username account.
• Do not share your Username account with anyone else.
• If any additional documentation (such as copies of transcripts etc.) is required you will be contacted.
• Resumes may be attached to your submitted application however a notation of See Resume will not be accepted for the information requested on the application or the Supplemental Questions.
• Your application will be considered incomplete if the required information is not filled out in its entirety.
• Any notifications from the Employment Office about your Transfer application will be sent to you by email. Notices can also be accessed in your inbox.