State of California
Executive Secretary I
State of California, Sacramento, California, United States, 95828
Under the direction of the Information Management Division (IMD) lieutenant, the Executive Secretary I is responsible for performing administrative duties which require initiative, good judgment, tact, and diplomacy, along with a thorough knowledge of appropriate administrative practices. Prioritizes, coordinates, processes, logs, and routes a variety of physical and digital materials and projects; maintains an established systematic filing of projects completed and/or approved by IMD. Replies to requests for project updates and/or status requests and assists in ensuring projects are processed according to deadlines through suspense systems. Schedules appointments for IMD personnel and prepares pertinent support material. Greets and assists visitors. Receives and screens confidential telephone calls, providing information to callers and directing calls to the appropriate party or office. Gathers data and composes correspondence and a variety of required reports for IMD, including typing memorandums, letters, meeting minutes, on-call schedules, sympathy letters, and other miscellaneous documents. Prepares and reviews timekeeping data and related documents for submission to the Human Resources Section for processing. Coordinates travel arrangements and prepares necessary itineraries. Requests travel advances, completes travel expense claims, and maintains associated travel records. Is the IMD vehicle coordinator and processes all projects/reports received from sections. Maintains confidential and administrative files, including personnel file documentation. Orders office supplies and completes appropriate paperwork. Updates reference contact documents and distributes as necessary. Performs other duties within the scope of the classification as assigned.You will find additional information about the job in the Duty Statement .
Working ConditionsOffice environment, Monday through Friday 0800 -1700 hours, in person.
Minimum Requirements
You will find the Minimum Requirements in the Class Specification.EXECUTIVE SECRETARY IAdditional Documents
Job Application Package ChecklistDuty Statement
Position Details
Job Code #:JC-456693
Position #(s):388-040-1247-002
Working Title:Executive Secretary I
Classification:EXECUTIVE SECRETARY I $4,218.00 - $5,283.00 A
# of Positions:1
Work Location:Sacramento County
Telework:In Office
Job Type:Permanent, Full Time
Department Information
CHP Headquarters601 North 7th StreetSacramento, CA 95811
The mission of the California Highway Patrol is to provide the highest level of Safety, Service, and Security. The California Highway Patrol offers challenging and exciting careers in the field of law enforcement. If you are interested in diversity, challenges, and opportunities, the CHP invites you to apply to become a part of our professional organization. We remain competitive and current with training and technology, keeping the citizens of California safe. We have many employment opportunities, and we invite you to look into the California Highway Patrol for your future.
Department Website: https://www.chp.ca.gov
Special Requirements
The position(s) require(s) a Background Investigation be cleared prior to being hired.
The Statement of Qualifications (SOQ) serves as documentation of each applicant's ability to present information clearly and concisely in writing. Each question must be numbered and addressed in the same order as the questions below. The SOQ must be typed, no more than two pages in length, and 12-point Arial font.
1) Describe your experience working in a situation when you were assigned multiple projects with a broad scope and discretion to complete. Include a description of the actions you took, and your approach to ensuring tasks and assignments were tracked for progress and completed timely. Describe the tools and resources used to complete the task(s).
2) Describe your experience working in situations where you independently performed analytical research and analysis and made recommendations. What was the outcome? Describe the steps and approach utilized to obtain information and resources.
3) Describe a time you provided excellent customer service.
This position requires the ability to type at a minimum speed designated on the Classification Specifications (link available in the minimum requirements section). You must obtain a valid typing certificate confirming your ability to meet the minimum typing speed prior to being hired. Additional information regarding acceptable typing tests: https://www.calcareers.ca.gov/CalHRPublic/GeneralInfo/TypingCertification.aspx
Application InstructionsCompleted applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.Final Filing Date: 11/22/2024Who May ApplyIndividuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list or LEAP eligibility, are in the process of obtaining list eligibility, or have SROA and/or Surplus eligibility (please attach your letter, if available). SROA and Surplus candidates are given priority; therefore, individuals with other eligibility may be considered in the event no SROA or Surplus candidates apply. Individuals who are eligible for a Training and Development assignment may also be considered for this position(s).
Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process. Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).
How To ApplyComplete Application Packages (including your Examination/Employment Application (STD 678) and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareer Account at www.CalCareers.ca.gov. When submitting your application in hard copy, a completed copy of the Application Package listing must be included. If you choose to not apply electronically, a hard copy application package may be submitted through an alternative method listed below:
Address for Mailing Application Packages
You may submit your application and any applicable or required documents to:
California Highway PatrolN/AAttn: Marissa Cruz-Hernandez097/Classification & HiringP.O. Box 942898Sacramento , CA 94298-0001
Address for Drop-Off Application Packages
You may drop off your application and any applicable or required documents at:
California Highway PatrolCHP-C&H-Physical AddressClassification and Hiring601 North 7th Street
Sacramento , CA 95811
08:00 AM - 05:00 PM
Required Application Package Documents
The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:
Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at www.CalCareers.ca.gov. All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.Resume is optional. It may be included, but is not required.Criminal Record Supplemental QuestionnaireStatement of Qualifications -A Statement of Qualifications (SOQ) is REQUIRED and MUST be submitted with your application to be considered for this position. Applications received without the SOQ will not be considered. Résumés in lieu of the SOQ will not be considered.
Refer to Special Requirement Section of this job posting for the SOQ questions.
Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting.
Desirable Qualifications
In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:*Ability to communicate effectively both verbally and in writing.*Strong analytical skills; excellent interpersonal, organizational and research skills with attention to detail.*Must maintain consistent and predictable attendance.
Benefits
CHP-HQ offers free gated parking and is conveniently located near downtown and the light rail station. On site bistro and gym.
Benefit information can be found on the CalHR website and the CalPERS website.
Contact InformationThe Human Resources Contact is available to answer questions regarding the application process. The Hiring Unit Contact is available to answer questions regarding the position.Department Website: https://www.chp.ca.govHuman Resources Contact:Marissa Cruz-Hernandez(916) 843-3788Marissa.Cruz-Hernandez@chp.ca.govHiring Unit Contact:Lt. Angela Hill(916) 843-3077ANHILL@CHP.CA.GOV
Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office.EEO Contact:Equal Opportunity and Access Section(916) 843-3190eoas@chp.ca.govCalifornia Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.
Additional Application Submission Requirements
Interested individuals shall submit a Criminal Record Supplemental Questionnaire and a Statement of Qualifications with their STD. 678 Employment Application. Hard copy applications must also include the classification title, job control number (JC-456693) and/or position number 388-040-1247-002 on the application It is required to submit work/employment experience, dates, hours worked, supervisor names and supervisor phone numbers on the application in descending order, starting with your current job. Resumes or other documents cannot substitute a state application. Applicants who fail to submit a completed state application may not be considered.
Do not include any confidential information on any documents you submit for this job vacancy, such as your state application, resume, or educational transcripts. Confidential information that should be excluded or removed from these documents includes, but is not limited to, the Equal Employment Opportunity page, your Social Security Number, birth date, driver's license number, examination results, LEAP status, marital status, and age. The job application packet checklist is not required to apply for this position. Failure to follow these instructions may result in your application not being considered for this position.
Although the intent is to fill this vacancy as soon as possible, the exact duration of the selection process can vary and is unknown at this time.
?
Other
Please note: To obtain list eligibility, you will need to take and pass an examination for the classification to establish list eligibility prior to a job offer. Please visit the link below to search for an examination. https://www.calcareers.ca.gov/CalHRPublic/Search/ExamSearch.aspx
Equal Opportunity EmployerThe State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.
It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.
Working ConditionsOffice environment, Monday through Friday 0800 -1700 hours, in person.
Minimum Requirements
You will find the Minimum Requirements in the Class Specification.EXECUTIVE SECRETARY IAdditional Documents
Job Application Package ChecklistDuty Statement
Position Details
Job Code #:JC-456693
Position #(s):388-040-1247-002
Working Title:Executive Secretary I
Classification:EXECUTIVE SECRETARY I $4,218.00 - $5,283.00 A
# of Positions:1
Work Location:Sacramento County
Telework:In Office
Job Type:Permanent, Full Time
Department Information
CHP Headquarters601 North 7th StreetSacramento, CA 95811
The mission of the California Highway Patrol is to provide the highest level of Safety, Service, and Security. The California Highway Patrol offers challenging and exciting careers in the field of law enforcement. If you are interested in diversity, challenges, and opportunities, the CHP invites you to apply to become a part of our professional organization. We remain competitive and current with training and technology, keeping the citizens of California safe. We have many employment opportunities, and we invite you to look into the California Highway Patrol for your future.
Department Website: https://www.chp.ca.gov
Special Requirements
The position(s) require(s) a Background Investigation be cleared prior to being hired.
The Statement of Qualifications (SOQ) serves as documentation of each applicant's ability to present information clearly and concisely in writing. Each question must be numbered and addressed in the same order as the questions below. The SOQ must be typed, no more than two pages in length, and 12-point Arial font.
1) Describe your experience working in a situation when you were assigned multiple projects with a broad scope and discretion to complete. Include a description of the actions you took, and your approach to ensuring tasks and assignments were tracked for progress and completed timely. Describe the tools and resources used to complete the task(s).
2) Describe your experience working in situations where you independently performed analytical research and analysis and made recommendations. What was the outcome? Describe the steps and approach utilized to obtain information and resources.
3) Describe a time you provided excellent customer service.
This position requires the ability to type at a minimum speed designated on the Classification Specifications (link available in the minimum requirements section). You must obtain a valid typing certificate confirming your ability to meet the minimum typing speed prior to being hired. Additional information regarding acceptable typing tests: https://www.calcareers.ca.gov/CalHRPublic/GeneralInfo/TypingCertification.aspx
Application InstructionsCompleted applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.Final Filing Date: 11/22/2024Who May ApplyIndividuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list or LEAP eligibility, are in the process of obtaining list eligibility, or have SROA and/or Surplus eligibility (please attach your letter, if available). SROA and Surplus candidates are given priority; therefore, individuals with other eligibility may be considered in the event no SROA or Surplus candidates apply. Individuals who are eligible for a Training and Development assignment may also be considered for this position(s).
Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process. Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).
How To ApplyComplete Application Packages (including your Examination/Employment Application (STD 678) and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareer Account at www.CalCareers.ca.gov. When submitting your application in hard copy, a completed copy of the Application Package listing must be included. If you choose to not apply electronically, a hard copy application package may be submitted through an alternative method listed below:
Address for Mailing Application Packages
You may submit your application and any applicable or required documents to:
California Highway PatrolN/AAttn: Marissa Cruz-Hernandez097/Classification & HiringP.O. Box 942898Sacramento , CA 94298-0001
Address for Drop-Off Application Packages
You may drop off your application and any applicable or required documents at:
California Highway PatrolCHP-C&H-Physical AddressClassification and Hiring601 North 7th Street
Sacramento , CA 95811
08:00 AM - 05:00 PM
Required Application Package Documents
The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:
Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at www.CalCareers.ca.gov. All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.Resume is optional. It may be included, but is not required.Criminal Record Supplemental QuestionnaireStatement of Qualifications -A Statement of Qualifications (SOQ) is REQUIRED and MUST be submitted with your application to be considered for this position. Applications received without the SOQ will not be considered. Résumés in lieu of the SOQ will not be considered.
Refer to Special Requirement Section of this job posting for the SOQ questions.
Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting.
Desirable Qualifications
In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:*Ability to communicate effectively both verbally and in writing.*Strong analytical skills; excellent interpersonal, organizational and research skills with attention to detail.*Must maintain consistent and predictable attendance.
Benefits
CHP-HQ offers free gated parking and is conveniently located near downtown and the light rail station. On site bistro and gym.
Benefit information can be found on the CalHR website and the CalPERS website.
Contact InformationThe Human Resources Contact is available to answer questions regarding the application process. The Hiring Unit Contact is available to answer questions regarding the position.Department Website: https://www.chp.ca.govHuman Resources Contact:Marissa Cruz-Hernandez(916) 843-3788Marissa.Cruz-Hernandez@chp.ca.govHiring Unit Contact:Lt. Angela Hill(916) 843-3077ANHILL@CHP.CA.GOV
Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office.EEO Contact:Equal Opportunity and Access Section(916) 843-3190eoas@chp.ca.govCalifornia Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.
Additional Application Submission Requirements
Interested individuals shall submit a Criminal Record Supplemental Questionnaire and a Statement of Qualifications with their STD. 678 Employment Application. Hard copy applications must also include the classification title, job control number (JC-456693) and/or position number 388-040-1247-002 on the application It is required to submit work/employment experience, dates, hours worked, supervisor names and supervisor phone numbers on the application in descending order, starting with your current job. Resumes or other documents cannot substitute a state application. Applicants who fail to submit a completed state application may not be considered.
Do not include any confidential information on any documents you submit for this job vacancy, such as your state application, resume, or educational transcripts. Confidential information that should be excluded or removed from these documents includes, but is not limited to, the Equal Employment Opportunity page, your Social Security Number, birth date, driver's license number, examination results, LEAP status, marital status, and age. The job application packet checklist is not required to apply for this position. Failure to follow these instructions may result in your application not being considered for this position.
Although the intent is to fill this vacancy as soon as possible, the exact duration of the selection process can vary and is unknown at this time.
?
Other
Please note: To obtain list eligibility, you will need to take and pass an examination for the classification to establish list eligibility prior to a job offer. Please visit the link below to search for an examination. https://www.calcareers.ca.gov/CalHRPublic/Search/ExamSearch.aspx
Equal Opportunity EmployerThe State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.
It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.