Career Opportunity

Executive Secretary 1 - Access to City Employment (ACE) (1450)

Recruitment: REF3090Q

Published: December 12, 2022

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About:

The Access to City Employment Program (ACE) seeks to hire qualified individuals with a disability into permanent entry-level jobs outside the normal civil service selection process. To be hired through the ACE Program, individuals must meet the minimum qualifications of the job and provide a Certification of Disability from the California Department of Rehabilitation or a Veterans Preference Letter from the U.S. Department of Veterans Affairs.

Role description

Definition: 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.

Distinguishing Features: A position in class 1450 Executive Secretary I typically serves as personal secretary to a division head of a large, complex division, a deputy director of a large department, a department head of a small department or a comparable level executive. The secretary's supervisor must have a complex program responsibility, a considerable amount of responsible policy determination and frequent contact with policy making boards and Commissions as well as outside officials and agencies. Additionally, the supervisor must have delegated a substantial amount of administrative detail and non-routine work to the secretary.

Examples of Important and Essential Duties: According to Civil Service Commission Rule 109, the duties specified below are representative of the range of duties assigned to this job code/class and are not intended to be an inclusive list. 1. Types and edits letters, reports, statements, memoranda using computer software/systems and other material of a complex and difficult nature requiring a high degree of accuracy. 2. Organizes correspondence in accordance with standard procedures without instruction or review. 3. Performs responsible office work involving the exercise of considerable independent judgment decision making. 4. Alleviate supervisor of routine administrative matters. 5. Communicates and follow-up on tasks assigned from managers and executive personnel. 6. Screen telephone calls, and email correspondence; greet and direct which may require answering a variety of questions with considerable tact and judgment. 7. Maintains and arranges appointment calendar and travel arrangements. 8. Maintain a variety of files and records, including electronic and confidential files. 9. May provide additional support to other managers. 10. May assign and supervise the work of clerical staff. 11. May interpret administrative decisions and policies to departmental staff and the general public.

Knowledge, Skills and Abilities: Candidates will be tested in job related knowledge, skills and abilities including but not limited to:    Knowledge of: technical practices and procedures; knowledge of filing systems Requires sufficient skill in: typing to complete 55 words per minute (WPM); computer and keyboarding skills; written and oral communication skills. May be required to take shorthand dictation or type from machine transcription. Ability to: operate standard office equipment; independently compose correspondence; understand and follow directions; and proofread and solve problems and comprehend basic math.   

How to qualify

Minimum Qualifications: 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.

Experience and Training:

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;

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.

License or Certificate: 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.

What else should I know?

Notes: Established: 8/26/1985 Amended: 5/16/2008; 3/27/2014

Conviction History: As a selected candidate for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a selected candidate. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances, such as: Candidates for positions with the Unified School District and the Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code. Candidates for positions with the Recreation and Park Department may be disqualified from consideration should their conviction history not meet the standards established under California Public Resources Code 5164. Having a conviction history does not automatically preclude you from a job with the City. If you are a selected candidate, the hiring department will contact you to schedule a fingerprinting appointment.

Disaster Service Workers: All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

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.