1444 Secretary I

Recruitment #CBT-1444-901184

Introduction

THIS IS A CITYWIDE EXAMINATION.

Under supervision, provides secretarial and clerical services of an ordinary and varied nature for one or more managers; and performs related duties as required.

The essential duties of the 1444 Secretary I include:

• typing letters, reports, routine correspondence, memoranda and other material from copy or verbal instructions.
• screening incoming mail and routing accordingly.
• screening office and telephone callers by personally assisting those whose business does not warrant seeing the superior.
• scheduling meetings and appointments.
• answering a wide variety of inquiries from the public and explaining office operations, policies, programs and procedures.
• filing various materials alphabetically, numerically and chronologically in accordance with predetermined file classifications in order to maintain office files for correspondence and records; maintaining manuals and updates resource materials.
• ordering and distributing office supplies for the unit or department.

Minimum Qualifications

1.         Ability to type 40 net words per minute; AND

2.         One (1) year of verifiable (equivalent to 2000 hours) secretarial experience.  Experience must have included composing, editing, and typing correspondence, reports, and memoranda;  scheduling appointments, public contact, and maintaining files; OR:

3.         Two (2) years (equivalent to 4000 hours) of verifiable clerical experience comparable to a 1424 Clerk Typist.  Experience must have included typing correspondence, answering phones, and filing.

Notes:

1          A recognized clerical training program of 240 hours or the equivalent of 15 semester units in graded clerical college units may substitute for up to 6 months (equivalent to 1000 hours) of experience.

2          City and County employees received credit for duties of the class to which appointed.  Credit for experience outside of  the employee's class is allowed only if recorded in accordance with the provisions of Civil Service Commission Rules.

3.         Optional Shorthand Requirement: Some positions require shorthand.  These positions require the ability to take dictation at 100 words per minute.  Departments may require documentation of shorthand skill before appointment to the job.

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
http://sfdhr.org/index.aspx?page=456

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.

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

How To Apply

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit www.jobaps.com/sf to register an account (if you have not already done so) and begin the application process.

  • Select the desired job announcement
  • Select “Apply” and read and acknowledge the information
  • Select either “I am a New User” if you have not previously registered, or “I have Registered Previously”
  • Follow instructions on the screen

Computers are available for the public (from 8:00 a.m. to 5:00 p.m. Monday through Friday) to file online applications in the lobby of the Dept. of Human Resources at 1 South Van Ness Avenue, 4th Floor, San Francisco.

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).

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 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.

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Joyce Chong, by telephone at 415-551-8929, or by email at joyce.chong@sfgov.org. 

Selection Procedures

Supplemental Questionnaire Evaluation (Qualifying):
Applicants are required to complete a supplemental questionnaire as part of the application process. The purpose of the supplemental questionnaire is to obtain specific information regarding an applicant’s education, experience and training in relation to the Minimum Qualifications for this position. It is essential that an applicant provide complete information in identifying their education, experience and training. The supplemental questionnaire will be used to evaluate if an applicant meets the minimum qualifications.

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 as appropriate. These areas may include, but not be limited to: knowledge of Business English including the ability to edit grammar and spelling and write routine correspondence; ability to operate a computer and enter data which includes the use of Word, Outlook, and Excel; ability to follow oral and written instructions; knowledge of filing systems and the ability to file alphabetically, numerically, and chronologically; ability to exercise good judgment in making routine decisions in accordance with existing laws, ordinances, regulations, and departmental policies and procedures; ability to perform clerical tasks relative to keeping financial and statistical records and accounts; ability to perform basic mathematics (e.g., add, subtract, multiply, divide, calculate percentage); ability to learn, interpret, and apply administrative and departmental policies; ability to plan, organize, and complete work rapidly and efficiently; ability to communicate effectively with various audiences and deal tactfully with the public in person and on the telephone; ability to establish and maintain harmonious working relationships with managers, city officials, employees, and the public; and ability to arrange and maintain 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.

Qualified applicants will be notified by email of the exact time, date, and location of the examinations. If you also apply and meet the minimum qualifications for the 1446 Secretary II recruitment, you will only be scheduled once for the Secretary Exam. Requests for an alternate test date may be considered in limited circumstances and must be submitted to the analyst listed in this announcement within five (5) calendar days of the announcement of the test date.
 
Candidate scores on these examinations may also be applied to other announcements involving other job titles, when directed by the Human Resources Director.
 
Certification Rule:
 The certification rule for the ranked eligible list resulting from this examination will be Rule of Three Scores.  Additional selection processes may be conducted by the hiring department prior to making final hiring decisions.

Eligible List:
The eligible list resulting from this examination is subject to change after adoption (e.g., as a result of appeals), as directed by the Human Resources Director or the Civil Service Commission.

The duration of the eligible list resulting from this examination processes will be of 24 months, and may be extended with the approval of the Human Resources Director.

Conviction History

As a finalist 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 finalist. 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 applying 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 applying 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 selected as a finalist, 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.

Conclusion

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 www.jobaps.com/sf.] 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.

General Information concerning City and County of San Francisco Employment Policies and Procedures:
Important Employment Information for the City and County of San Francisco can be obtained at http://sfdhr.org/information-about-hiring-process
or hard copy at 1 South Van Ness Avenue, 4th Floor.

Copies of Application Documents:
Applicants should keep copies of all documents submitted, as these will not be returned.

Right to Work:
All persons entering the City and County of San Francisco workforce are required to provide verification of authorization to work in the United States.

Requests:
Applicants with disabilities who meet the minimum eligibility requirements for this job announcement can find information on requesting a reasonable ADA Accommodation at:
http://sfdhr.org/information-about-hiring-process#applicantswithdisabilities

Information regarding requests for Veterans Preference can be found at:
http://sfdhr.org/information-about-hiring-process#veteranspreference

Exam Type: E
Issued: September 19, 2016
Micki  Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: 901184
HRD/JC/415-551-8929

Benefits

All employees hired on or after January 10, 2009 will be required (pursuant to San Francisco Charter Section A8.432) to contribute 2% of pre-tax compensation to fund retiree healthcare. In addition, most employees are required to make a member contribution towards retirement, ranging from 7.5%-13.25% of compensation. For more information on these provisions, please contact the personnel office of the hiring agency.

For more information about benefits, please click here.

 



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