1452 Executive Secretary 2

Recruitment #TEX-1452-111606

Introduction

Applicants are encouraged to apply immediately as this recruitment may close at any time but not earlier than June 23, 2021.

Department:

The San Francisco Department of Emergency Management (DEM) leads the City in planning, preparedness, communication, response, and recovery for daily emergencies, large scale citywide events, and major disasters.  DEM is the vital link in emergency communication between the public and first responders, and provides key coordination and leadership to City departments, stakeholders, residents, and visitors.

Position:

The Executive Secretary position takes a lead role in managing a busy meeting schedule while providing executive support to the Director and Chief of Staff.  The position requires the exercise of independent judgment on complicated and difficult administrative matters involving sensitive and confidential information; willingness to perform duties related to emergency activations; willingness to flex work schedule to meet departmental needs and performs related duties as required.  Onsite work is required for this position.  Telecommuting is at the sole discretion of the Executive Director and must be in compliance with the City's Telecommute Policy.

Essential Duties: 

Manages calls, meeting schedule, and complex and often-changing appointment calendars;
Screens and organizes email correspondence; 
Acts as liaison between department staff and other city agencies/departments;
Performs a variety of administrative tasks while providing organization and confidential support to the Director;
Alleviates supervisor of routine administrative matters;
Communicates and follows-up on tasks assigned from managers and executive personnel;
Communicates by phone with other city departments and officials on behalf of the Director which may require answering a variety of questions with considerable tact and judgment;
Monitors and takes notes of press conferences and board meetings to assist management in understanding the topics of the moment.

Job Type: 

The Temporary Exempt - Full Time position is excluded by the Charter from the competitive civil service examination process and shall serve at the discretion of the appointing officer.
 
Ideal Candidate: 

The ideal candidate will have excellent organizational and interpersonal skills; experience providing support to executive or other high level managers; proven ability to understand organizational priorities and assist the Director according to such priorities; exercise discretion and the highest level of ethics in connection with confidential information; and excellent time management skills, with the proficiency to continuously manage multiple tasks and competing demands.

Minimum Qualifications

1. Two (2) years 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. Four (4) 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/records systems. Job duties must be comparable to 1446 Secretary II; AND

3. 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 substitute for up to six (6) months of the required experience. Proof of satisfactory completion must be submitted at time of filing application.
*The Words Per Minute minimum qualification listed above will be assessed during the probationary period.


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.

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
In line with the Official Public Health Order to slow the spread of COVID-19, "shelter-in-place" has been issued for all San Francisco residents that is expected to be in effect until further notice.  As a result, Department of Human Resources (DHR)'s office (located at 1 South Van Ness, 4th Floor, San Francisco, CA 94103) is currently closed to the general public.  If you have questions, please feel free to email the Human Resources Analyst listed on this announcement.

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 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.  Resumes may be attached to the application, however, 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.

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.

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Sandy Chan, by telephone at 415-558-3829, or by email at Sandy.Chan@sfgov.org.

 

Selection Procedures

Applications will be reviewed for relevant qualifying education and experience. Only those applicants who most closely meet the needs of the department will invited to participate in the interview process. Applicants meeting the minimum qualifications are not guaranteed an invitation to interview. Qualified applicants who are selected for an interview will be notified of the exact date, time, and place of the interview.

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.

Conclusion

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.

Terms of Announcement:
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. Clerical errors may be corrected by posting the correction on the Department of Human Resources website at: http://www.sfdhr.org/index.aspx?page=20#announcementsdefinitions

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

 

Issued: 06/09/2021
Carol Isen
Human Resources Director
Department of Human Resources
Recruitment ID: 111606
DEM / SC / 415-558-3829

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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