Executive Secretary

Description

THIS POSTING MAY CLOSE AT ANYTIME AND WILL REMAIN OPEN UNTIL FILLED.

The posted salary reflects the 7% increase effective October 1, 2023. An additional 6% salary increase will occur in October 2024. Increased County contributions to medical will be in effect starting January 1, 2024.

Under general direction, to serve as a confidential secretary for a County department head or other County division administrator; to perform a wide variety of clerical, administrative, staffing, and office management duties; to perform and provide information gathering, information preparation, and public relations assignments; may supervise lower level clerical or other support staff; and performs related work as required.

DISTINGUISHING CHARACTERISTICS
The Executive Secretary classification serves as lead secretary in any County department/agency and may be assigned full or functional supervisory duties of lower-level support staff. Incumbents are expected to have a high degree of knowledge of programs, services, and objectives sufficient to plan, evaluate, coordinate, and perform the most difficult or sensitive secretarial duties for the department head or division administrator. Executive Secretary is a confidential position and reports to a department head or division administrator.

Example of Duties

Duties include but are not limited to those described below. Reasonable accommodation will be made when requested and determined by the County to be appropriate under applicable law.

•Performs as the personal, confidential secretary to the department head or division administrator;
•Performs a variety of office management, administrative support, and fiscal support assignments;
•Refers matters not requiring the department head/division administrator personal attention to other appropriate staff members and may follow through to ensure timely reply;
•Performs public information and relations assignments, including receiving office visitors and telephone calls, providing comprehensive information about policies, functions, and procedures;
•Prepares correspondence and informational materials for the department;
•Creates and maintains office calendar;
•Maintains calendars and schedules appointments for the department head/ division administrator;
•Confirms or reschedules appointments as needed;
•Schedules and coordinates meetings and conferences, books conference rooms, arranges for employee travel;
•Maintains and tracks a variety of fiscal and budget control journals, documents, and reports;
•Maintains and submits payroll documents and records;
•Processes and submit claims and follows purchasing procedures;
•Sorts and processes mail;
•Prepares purchasing documents and facilitates purchasing procedures;
•Assists with the development and control of the department budget;
•Gathers, organizes, and summarizes a variety of data and information;
•Performs special projects and prepares reports;
•Operates computers, maintaining and updating files and databases;
•Coordinates department meetings, training, and presentations;
•Assists with the development of policies and policy and program revisions related to department policies and procedures;
•Works with Human Resources with department-level personnel services;
•If assigned supervisory duties, assists in the interview and hiring process, trains and evaluates subordinate;
•Assigns work and oversees work flow processes;
•Monitors and evaluates work performance and recommends disciplinary action;
•Other related duties as assigned.

Minimum Qualifications

MINIMUM QUALIFICATIONS
Any combination of education, training and experience that would likely provide the required knowledge, skills and abilities may be considered qualifying. A typical way to obtain the required knowledge, skills and abilities would be.

Education: Equivalent to completion of the twelfth grade. Completion of advanced schooling in secretarial coursework, business, or information technology is preferred.

Experience: Two (2) years of previous administrative, office, and general support work experience comparable to that of a Secretary I with San Benito County; OR Four (4) years of responsible work experience performing a variety of administrative and office support work, including substantial experience in a public contact position.

Desirable: Experience with supervising and evaluating staff.

Special Requirements:
1) Possession of, or ability to obtain, an appropriate valid California Driver's License;
2) Qualify for security clearance through a background investigation and fingerprint check.
3) Ability to travel in-county and out-of-county to attend trainings and continuing education activities; and

Knowledge Of/Ability To

Knowledge of:
Principles and practices of modern office management techniques; current policies, procedures, laws, regulation, and standards utilized by department/county; general organization and functions of county government and assigned department; public and community relations; proper techniques and professionalism in dealing with members of the public over the telephone, through correspondence, or in person establishment and maintenance of files and information retrieval systems; use of modern office management methods and procedures; basic mathematical computations; account and statistical record keeping; principles and practices in report writing, proofreading and in operating office equipment; the use of business computer equipment and software used in the assigned department; filling and record keeping; general principles and practices of effective supervision and of managing the administrative, secretarial and clerical functions of the assigned office; purchasing methods and procedures; proper English usage, spelling, grammar, and punctuation; safe work procedures.

Ability to:
Effectively represent a County Department with dealing with other County staff, the public, community organizations, and other government agencies; deal effectively with a wide variety of personalities and situations with tact, diplomacy, maturity, poise, and firmness; exercise sound judgment when acting upon own initiative; interpret and apply county policies, ordinances, rules, and regulations; maintain and safeguard confidential and highly sensitive information, records, and documents; understand and correctly follow oral and written instructions; effectively communicate both orally and in writing; create and maintain effective working relationships with those contacted during the course of work; produce acceptable work product under pressure of deadline; work with considerable independence and initiative while exercising good judgment in recognizing scope of authority; compose correspondence on own initiative; motivate self without pressure of a deadline; gather, organize, analyze, and present a variety of data and information; prepare clear, concise, and accurate records and reports; exhibit attention to detail and Establish and maintain cooperative working relationships accuracy; prepare public relations and informational material; take and transcribe notes of dictation and meetings; use a personal computer and software for word processing and administrative support work; interpret and explain procedures to others; prioritize work assignments; provide lead direction, work coordination, or supervision for other support staff, as assigned; follow safe work practices and operate a motor vehicle.

Physical Requirements/Work Environment:
Work is performed primarily in an office environment including sitting at a desk working with
computer equipment for prolonged periods, and travel for work purposes of training; hear and communicate orally in person, on the phone and in meetings; hand/eye coordination for use of computer/office equipment and performing ergonomics assessments; visual ability to distinguish colors; regularly working with files and general office equipment; safely operate a motor vehicle. Light to moderate lifting and carrying of files; occasionally stand and walk for extended periods.

Selection Process: All completed applications and supplemental questionnaires will be reviewed. Depending upon the number of applicants who meet the minimum qualifications, the examination process may include a screening committee (pass/fail) and/or an oral examination (100%) which may include a written practical component to determine placement on the eligible list.

Disaster Service Workers:
All San Benito County employees are designated “Disaster Service Workers” through state and local laws (CA Government Code Sec. 3100-3109 and Emergency Services Chapter 6 via adoption of local Ordinance No. 361 § 1, 2-25-75). As Disaster Service Workers, all County employees are expected to remain at work, or to report for work as soon as practicable, following significant emergency or disaster.

SAN BENITO COUNTY BENEFITS FOR CONFIDENTIAL/CONFIDENTIAL MANAGEMENT EMPLOYEES
(This is meant to be an overview of benefits only. For full benefit terms and conditions, please see MOU)
Employees in regular, full-time positions will be eligible to participate in the following employee benefits:

Pay Day: Employees are paid bi-weekly.

Insurance Deductions: The insurance and benefits deductions will take place bi-monthly, normally the first two pay periods of the month. Bank/Credit union and 457 Retirement Deferrals deductions will take place bi-weekly.

Vacation: Based on continued years of service. Newly hired C/CM employees may be eligible for higher vacation accrual rate for previous public sector experience (verification required).Maximum accruals may apply depending on the bargaining unit.

• 5 to 9 years of service = 15 days per year
• 10 to 14 years of service = 18 days per year
• 15 + years of service = 20 days per year

Administrative Leave: Management employees receive 80 hours of administrative leave per calendar year. Forty (40) unused hours can be paid out at the end of the calendar year. Administrative leave is pro-rated.

Holidays: 13.5 holidays (including 4 floating) for most employees.
Sick Leave: 15 days per year. Maximum accruals apply.

Medical Plan: Comprehensive CalPERS medical plans available for full-time employees. Employees appointed to a regular position at a time base of 50% or higher are eligible to participate.

Increase County contributions to medical effective January 2024.

a. Employee Only: $750.00, which would include the PEMHCA Minimum
b. Employee Plus One: $1,250.00, which would include the PEMHCA Minimum
c. Family: $1,515.00, which would include the PEMHCA Minimum

The County's contribution above shall be prorated for positions that are less than .90 FTE rounding to the nearest one-quarter time.

HRA: Employee Only Medical Plan: $1,500 maximum
Employee Plus One Medical Plan: $3,000 maximum.
Employee Plus Family Medical Plan: $4,000 maximum.

Employees who are eligible to receive a "cash in lieu of' enrollment in the County's medical plan shall receive a taxable payment of $150 monthly (pro-rated into biweekly installments of $69.23).

Dental Plan: County contributes $30 to Delta Dental plan for full-time employees and their families.

Vision Plan: The County pays for employee coverage and the employee can pay for dependent coverage. This benefit is available to full-time employees only.

Employee Assistance Program: The County provides confidential short-term counseling services to employees and dependents.

Life Insurance/AD&D: County pays for a $20,000 BASIC life insurance policy for each employee. Voluntary life insurance plans available.

Disability Insurance: Confidential and Management groups participate in the State Disability Insurance.

Credit Union: Membership to the Santa Clara Federal Credit Union is available to San Benito County employees.

Deferred Compensation: Employees may participate in tax-deferred retirement savings. Three 457 plans are available. Employees may rollover funds from prior 401k or 457 accounts. IRS limits apply.

Retirement: Regular employees will be enrolled into the CalPERS retirement system in accordance with the Public Employees' Retirement Law. Employee contributions vary according to bargaining unit.

All New Miscellaneous (non-Safety) employees enrolled into the CalPERS retirement system participate in the full formula of 2% at 62. Miscellaneous employees participate in Social Security in addition to CalPERS.

Supplemental Insurance: Employees may participate in various AFLAC plans such as accident, disability, and cancer insurances.
Flexible Spending Accounts: Health and Dependent Care available, pre-tax deductions.

01

Please be sure to answer the supplemental questions thoroughly and accurately. Applicants are responsible for clearly, completely, and accurately identifying their qualifications. Your responses to the questions must be supported by both the work experience listed on your application as well as your resume. The rating of the supplemental questions may determine your application status and/or rank on the eligible list. Answers such as "see resume" or "see above" will remove you from consideration. I have read and understand the statement above concerning submission of supplemental questionnaire responses.

• Yes
• No

02

I understand all County employees will be required to take an Oath of Office and will be called upon to act as Disaster Service Workers, when needed.

• Yes

03

Please indicate your highest level of education.

• Did not complete high school or equivalent
• High School, GED, or equivalent
• Some College
• Associate's Degree
• Bachelor's Degree
• Master's Degree or higher

04

Select the one box that best describes how you meet or exceed the minimum qualifications for the Executive Secretary position with the County of San Benito.

• Two years or more of full-time paid secretarial or administrative assistant experience in a local, state or other government agency. In order to be qualified, experience must have been in direct support of a manager or higher level position.
• Four years or more 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) Perform a variety of office management, administrative support, and fiscal support assignments; and c) screening and routing calls, correspondence and/or in-person visitors.
• None of the above

05

Describe in detail how you meet or exceed the minimum qualifications for the Executive Secretary position with the County of San Benito. Also include in your response the following areas: • Your progressive clerical, secretarial and/or administrative experience. Identify the computer software and your level of proficiency using it to execute your duties • Specific duties performed while multi-tasking and shifting priorities in order to meet critical deadlines while working directly with internal and external customers. Include the tracking method(s) you use to plan, schedule, and/or prioritize your assignments • Your experience conducting research for projects and to solve problems • Provide an example which demonstrates your ability to resolve conflict with an irate/hostile internal or external customer Indicate your employer(s), position title(s), dates of employment, and your role in working independently and in making independent judgements. If you have no relevant experience, please type "None."

06

Select all the boxes that indicate three or more years of paid experience maintaining calendars and coordinating meetings, conferences, and/or speaking engagements for your supervisor, manager, executive, elected official, etc.

• None
• Coordinate and match calendars
• Schedule and/or reschedule appointments/conference rooms
• Assess time requirements in order to establish priorities
• Room set-up
• Make travel/hotel arrangements
• Department/Organization calendars
• Program calendars (i.e., food service, epidemiology, public health education, human services, department program, etc.)
• Assemble/distribute meeting documents

07

Describe in detail your calendar management experience to include your responsibility coordinating and executing the technical and logistical aspects of arranging appointments, meetings, speaking engagements and conferences for the supervisor, manager, executive, elected official, etc. In your response, also indicate the frequency in which this job duty was performed, the computer software used and how it was used to execute your duties, if you attend the meeting, your role in the meetings, whose calendar you are responsible for and attendees. If you have no experience in this area, please type "None."

08

Select all the boxes that best identify the individuals that you have had a continuous interpersonal working relationship with for three or more years while performing your secretarial/clerical duties.

• None
• The Public
• Staff from other departments, organizations or agencies
• Vendors
• Supervisor
• Manager
• Deputy Director
• Director
• Agency Administrator
• Executive Officer and/or Owner of Company
• Business Leaders or Elected Official
• Board or Commission

09

Select all of the boxes for which you have experience working directly with internal and external customers on a regular and recurring basis. If you have no relative experience, select none.

• None
• Communicating standard rules, regulations, processes, policies, procedures, and/or actions on a regular and recurring basis
• Working directly with internal and external customers who are upset with you because of your actions/decisions
• Communicating rules, regulations, processes, policies, procedures, and/or actions which would require complex investigation
• De-escalating hostile/upset members of the public in a face-to-face setting and/or over the phone

10

Select all the boxes for which you have lead worker and/or supervisory experience. If you have no relevant experience, select none.

• None
• Training and cross train clerical staff
• Team building
• Mentoring
• Evaluating staff productivity and achievements
• Progressive discipline and investigating disciplinary issues
• Assign workload and monitor productivity to ensure work is done timely
• Conflict resolution or resolving complaints
• Involved in the interview and hiring process
• Provide direction and/or guidance to clerical staff in explaining and clarifying rules, documents, codes, and regulations

Required Question

Closing Date/Time: Continuous

481 4th St., Hollister, California 95023 United States View Map