Career Opportunity

1450-Executive Secretary I

Recruitment: RTF0128771-01117997

Published: November 22, 2022

Accepting applications until: December 21, 2022

Apply using SmartRecruiters, the City and County of San Francisco's application portal Learn More

About:

The San Francisco Department of Child Support Services (CSS) empowers parents to provide economic support for their children by furnishing child support services in the form of location of parents, establishment of paternity and support obligations, and enforcement of support obligations for the well-being of families and children. Our vision is to ensure that children receive the financial and medical support they need from their parents to be healthy and successful.

CSS stands unique among other city departments not only due to our mission and vision, but also because of our size. With a total staff of 65, and within a highly-skilled team environment, our people must autonomously perform a broader scope of challenging duties than in many larger departments where responsibilities may be more compartmentalized.

Role description

The 1450 Executive Secretary I shall:

  1. Type and edit letters, reports, statements and memoranda using computer software/systems and other material of a complex and difficult nature requiring a high degree of accuracy.

  2. Organize correspondence in accordance with standard procedures without instruction or review.

  3. Perform responsible office work involving the exercise of considerable independent judgment decision-making.

  4. Alleviate supervisor of routine administrative matters.

  5. Communicate and follow up on tasks assigned from managers and executives.

  6. Screen telephone calls, and email correspondence; greet and direct which may require answering a variety of questions with considerable tact and judgment.

  7. Maintain and arrange appointment calendar and travel arrangements.

  8. Maintain a variety of files and records, including electronic and confidential files.

  9. Provide additional support to other managers for special projects.

10. Interpret administrative decisions and policies to departmental staff and the general public.

How to qualify

These minimum qualifications establish the education, training, experience, special skills and/or license(s) which are required for employment in the classification. Please note, additional qualifications (i.e., special conditions) may apply to a particular position and will be stated on the exam/job announcement.

1. One (1) year 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 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; OR

3. Four (4) years 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; AND

4. 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.

Desirable Qualification
California Notary Public

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.

Note(s):

• One-year full-time employment is considered equivalent to 2000 hours (2000 hours of qualifying work experience is based on a 40 hour work week). Any overtime hours that you work above forty (40) hours per week are not included in the calculation to determine full-time employment.
• A valid out-of-state driver’s license is acceptable during the application process. A valid California driver's license must be obtained prior to appointment and maintained throughout employment.
• Applicants must meet minimum qualification requirements by the final filing date unless otherwise noted.

What Else Should I Know?

Verification:
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

Note: Falsifying one’s education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City and County of San Francisco.

Resumes will not be accepted in lieu of a completed City and County of San Francisco application.

Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

Condition of Employment
Prior to appointment, all employees of Child Support Services must gain Federal Tax Information Clearance. The city will conduct the clearance process for the finalist after a preliminary offer of employment has been extended, and prior to extension of a final offer of employment. Also, Federal Tax Information Clearance must be maintained throughout one's duration of employment with Child Support Services.

What else should I know?

Selection Procedures:  Applications will be screened for relevant qualifying experience. Additional screening mechanisms may be implemented in order to determine candidates’ qualifications. Only those applicants who most closely meet the needs of the department will be invited to participate in the selection process. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview.

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

HOW TO APPLY:
Applications for City and County of San Francisco jobs are only accepted through an online process. Visit https://careers.sf.gov and begin the application process.

• Select the "Apply Now" button or “I’m Interested” button and follow instructions on the screen

Applicants may be contacted by email about this announcement and, therefore, it is their responsibility to ensure that their registered email address is accurate and kept up-to-date. Also, applicants must ensure that email from CCSF is not blocked on their computer by a spam filter. To prevent blocking, applicants should set up their 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, @famsf.org, @ccsf.edu).

Applicants will receive a confirmation email that their online application has been received in response to every announcement for which they file. Applicants should retain this confirmation email for their records. Failure to receive this email means that the online application was not submitted or received.

All your information will be kept confidential according to EEO guidelines.

Recruitment Analyst Information:  If you have any questions regarding this recruitment or application process, please contact the Recruiters Bianca Nelson (bianca.nelson@sfgov.org) or Harry Bullock (harry.bullock@sfgov.org).

CONDITION OF EMPLOYMENT:  All City and County of San Francisco employees are required to be fully vaccinated against COVID-19 as a condition of employment. Someone is fully vaccinated when 14 days have passed since they received the final dose of a two-shot vaccine or a dose of a one-shot vaccine. Any new hire must present proof of full vaccination status to be appointed. Any new hire who will be routinely assigned or occasionally enter High-Risk Settings, must provide proof of having received a COVID-19 booster vaccine by March 1, 2022, or once eligible.

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.