Career Opportunity

1450 Executive Secretary I (C00265)

Recruitment: REF40764U

Published: May 10, 2024

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About:

THIS IS CITYWIDE JOB

• Application Opening: May 6, 2024
• Application Deadline:  May 12, 2024 (11:59 PM)
• Compensation Range: $84,188 to $102,388 (Class and Compensation Information: https://careers.sf.gov/classifications/)

Other recruitment information: 

• Recruitment ID: CBT-1450-C00265
• Eligible List duration - 24 months.
• Certification Rule - Rule of Ten Scores.
• Exam Type: Class Based Test
• Appointment Type: Permanent Civil Service
• Recruitment ID: CBT-1450 – C00265

Company Description

San Francisco is a vibrant and dynamic city, on the forefront of economic growth & innovation, urban development, arts & entertainment, as well as social issues & change. This rich tapestry of culture and ideas is sustained by our City's commitment to heighten the quality of life for the diverse population of San Franciscans and residents of the greater Bay Area. Our employees play an important role not only in making our City what it is today, but also in shaping the future of San Francisco.

Role description

Under direction, an Executive Secretary I provides administrative secretarial services of a specialized and responsible nature for a member of executive management; may supervise a moderate sized group of clerical support staff; and performs related duties as required.

Essential functions of the 1450 Executive Secretary I include but are not limited to:

• Types, composes, and edits letters, reports, statements, memoranda, and correspondence using computer software/systems and other material of a complex and difficult nature requiring a high degree of accuracy.
• Organizes correspondence in accordance with standard procedures without instruction or review.
• Corresponds with the public and other stakeholders via phone, written letters and email.
• Performs responsible office work involving the exercise of considerable independent judgment decision making.
• Alleviates supervisor of routine administrative matters.
• Communicates and follow-up on tasks assigned from managers and executive personnel.
• Screens telephone calls, and email correspondence; greet and direct which may require answering a variety of questions with considerable tact and judgment.
• Maintains and arranges appointment calendar and travel arrangements.
• Maintains a variety of files and records, including electronic and confidential files.
• May assist with review of data and reports to ensure completeness, and provides quality assurance when reviewing documents using relevant Software.
• May provide additional support to other managers.
• May assign and supervise the work of clerical staff.

• May interpret administrative decisions and policies to departmental staff and the general public.

How to qualify

Minimum Qualifications

1. One (1) year (equivalent to 2000 hours) of verifiable executive secretarial experience providing personal and confidential administrative support for a manager by arranging appointments and assisting in the preparation of meetings, responding to public inquiries, reviewing incoming documents, composing confidential correspondence, conducting research and preparing statistical reports. Job duties must be comparable to 1450 Executive Secretary I. 

OR

2. Three (3) years (equivalent to 6000 hours) of verifiable secretarial experience encompassing editing and independently composing letters and other correspondence utilizing computer/software/systems; researching, compiling and organizing data for various reports; and maintaining office/record systems. Job duties must be comparable to 1446 Secretary II – See the 1446 description here: click here .  Once you are in the Job Classifications and Jobs page, enter 1446 in the “Class Code” field and the description will come up.

OR

3. Four (4) years (equivalent to 8000 hours) of verifiable clerical experience performing specialized assignments, including independently composing and editing correspondence; preparing and maintaining a wide variety of records, reports and documents; researching, compiling, analyzing and organizing data for various reports. Job duties must be comparable to 1406 Senior Clerk. See 1406 descriptions here: click here . Once you are in the Job Classifications and Jobs page, enter 1406 in the “Class Code” field and the description will come up.

AND

Ability to type 55 words per minute (WPM)*.

Substitution: 

A recognized secretarial training program of two hundred forty (240) hours OR the equivalent of fifteen (15) semester units in graded secretarial college units, may be substituted for up to six (6) months of the required experience. Proof of satisfactory completion must be submitted at the time of filing.

LICENSE AND CERTIFICATION

Certification: Completion from a recognized secretarial training program of two hundred forty (240) hours OR the equivalent of fifteen (15) semester units in graded secretarial college units.

*The Words Per Minute minimum qualification listed above will be assessed during the probationary period.

Applicants must meet the minimum qualification requirement by the final filing date unless otherwise noted.

Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at https://sfdhr.org/how-verify-education-requirements

What else should I know?

SELECTION PROCEDURES

Secretary Written Exam (Weight: 100%):

Candidates will be administered a written multiple-choice exam to determine their relative knowledge, skill and ability level in one or more of the following job-related areas that may include, but not be limited to:  Business English; Computer operations (Word, Outlook, and Excel); Following oral and written instructions; Filing systems (numerically, and chronologically); Exercising good judgment in making routine decisions in accordance with existing laws, ordinances, regulations, and departmental policies and procedures ; Clerical tasks relative to keeping financial and statistical records and accounts; Basic mathematics (e.g., add, subtract, multiply, divide, calculate percentage); Learning, interpreting, and applying administrative and departmental policies; Planning, organizing, and completing work efficiently and timely; Communicating effectively with various audiences and deal tactfully with the public in person and on the telephone ; Establishing and maintain harmonious working relationships with managers, city officials, employees, and the public; Arranging and maintaining appointment calendar and/or travel arrangements for one or more managers/executives

Candidates must achieve a passing score on the Secretary Exam in order to be ranked on the eligible list. This is a standardized written multiple-choice examination. In accordance with Civil Service Rule 111.11.4, inspection privileges do not apply to the questions and answers in these examinations.

The scores you achieve on these examinations shall be valid and 'banked' for three years, starting from the date of the examination. This means that, during this three-year time period, you will not be required to take these tests again should you apply and be found eligible for a future announcement for which these particular tests are used. If the test for this future announcement is held within one year of the date of this examination, your score will be automatically applied to that announcement. However, after one year, you have the option to either (a) apply your test score to the other announcement or (b) re-take the test. Re-testing is permitted no sooner than one year from the date of the examination and only in association with your eligibility for another announcement for which this test is used. Please note that, should you re-test, your re-test score would become your official score since it is the most recent.

Note: A passing score must be achieved on all examination components in order to be placed/ranked on the Eligible List. The hiring department may administer additional position specific selection procedures to make final hiring decisions.

This Secretary Exam will be administered remotely. This computer-administered exam can be taken at home. Candidates must have access to a computer and reliable internet connection to participate in this exam. Candidates will be scheduled for a specific time and date to complete the examination. Requests for alternative dates and times will be considered on a limited basis under limited circumstances.

If you also apply and meet the minimum qualifications for the 1452 Executive Secretary II and 1454 Executive Secretary III recruitment, you will only be scheduled once for the Secretary Exam.

Candidate scores on these examinations may also be applied to other announcements involving other job titles, when directed by the Human Resources Director.

HOW TO APPLY

Applications for City and County of San Francisco jobs are only accepted through an online process. Select the “I’m Interested” button located at the top right of this page. Then, follow the directions on the screen.

Applicants should receive a confirmation email in response to every announcement for which they file. After reading the email, retain it for your records. Failure to receive this email means that the online application was not submitted or received. It is applicants’ responsibility to ensure that their registered email address is accurate and kept up-to-date, and they must ensure that email from CCSF is not blocked on their computer by a spam filter. To prevent blocking, set up your email to accept CCSF mail from the following addresses (@sfgov.org, @sfdpw.org, @sfport.com, @flysfo.com, @sfwater.org, @sfdph.org, @asianart.org, @sfmta.com, @sfpl.org, @dcyf.org, @first5sf.org).

All work experience, education, training, and other information substantiating how you meet the minimum qualifications must be included on your application by the filing deadline. Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications. Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores. Resumes will not be accepted in lieu of a city and county of San Francisco completed application for this position or any position.

Terms of Announcement and Appeal Rights
Applicants must be guided solely by the provisions of this announcement, including requirements, time periods and other particulars, except when superseded by federal, state or local laws, rules or regulations. [Note: The correction of clerical errors in an announcement may be posted on the Department of Human Resources website at https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/.] The terms of this announcement may be appealed under Civil Service Rule 110.4. Such appeals must be submitted in writing to the Department of Human Resources, 1 S Van Ness Avenue, 4th Floor, San Francisco, CA 94103-5413 by close of business on the 5th business day following the issuance date of this examination announcement. Information concerning other Civil Service Commission Rules involving announcements, applications and examination policies, including applicant appeal rights, can be found on the Civil Service Commission website at http://sfgov.org/civilservice/rules.

Additional Information Regarding Employment with the City and County of San Francisco

·  Information About the Hiring Process

·  Conviction History

·  Employee Benefits Overview  

·  Equal Employment Opportunity 

·  Disaster Service Worker

·  ADA Accommodation

·  Veterans Preference

·  Seniority Credit in Promotional Exams

·  Right to Work

·  Copies of Application Documents

·  Diversity Statement

Questions: If you have any questions regarding this recruitment or application process, please contact the analyst, Hana Mendoza at hana.mendoza@sfgov.org

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.