EXECUTIVE ASSISTANT - State of California : Job Details

Job Description and Duties

The Executive Assistant will be directed by the Medical Director in the Medical Director's Office at the Department of State Hospitals - Atascadero (ASH). The incumbent will be responsible for the following duties but not limited to:

* Establish and implement office procedures and computer-based office management systems to manage a busy office with the ability to constantly change directions due to numerous interruptions and requests while handling a multitude of daily assignments.

* Assist Department Heads, and other staff with administrative problems and procedures.

* Independently draft correspondence on a wide range of subjects for administrators' signature including items for collective bargaining proposals and collective bargaining information requests.

* Researches and gathers data from other agencies and sources to create bid documents.

* Independently develops, implements and monitors various types of contracts for consulting medical staff and for medical staff supplies.

* Provide back up secretarial support for the Hospital Administrator.

* Coordination and completion of Annual Performance Evaluations and Probationary Reports for department managers and employees including updating duty statements, documentation of required training, annual health screening and license verification, and related supervisory requirements.

In order to be considered for this job vacancy, you must satisfy one of the following requirements:

1. BE LIST ELIGIBLE: Successfully complete the competitive State civil service exam pertaining to this classification at Executive Assistant EXAM BULLETIN, OR

2. BE TRANSFER ELIGIBLE: Have current employment with the State of California in the same classification or in a classification that is comparable (employees who wish to be considered based on transfer eligibility must meet the minimum qualifications of the classification per DPA Rule 250), OR

3. BE REINSTATEMENT ELIGIBLE: Have obtained previous permanent employment with the State of California in the same classification or in a classification that is comparable.

* Minimum qualifications will be verified prior to being scheduled for an interview. Please provide proof of minimum qualifications with your application submission, which may include a copy of your unofficial college transcripts. If using Out of Class (OOC) experience you must provide a copy of the OOC Completion Memorandum.

MINIMUM QUALIFICATIONS: Either I One year of experience in the California state service performing secretarial duties at a level of responsibility not less than those of an Executive Secretary I or two years of secretarial experience in the California state service at a level of responsibility not less than Secretary or Office Technician. Or II One year of experience performing technical duties in the California state service in a class comparable in level of responsibility to Management Services Technician. Or III Four years of experience as a Secretary or Administrative Assistant outside of California state service of which at least one year must have been at the level of responsibility of Executive Secretary I or Management Services Technician or at least two years must have been at the level of responsibility of Secretary or Office Technician. (Up to two years of intensified secretarial training in an approved curriculum or college level course work in business, personnel or public administration may be substituted for the general outside experience on a year-for-year basis.)

You MUST submit a valid typing certificate with a minimum speed of 45 WPM that meets CalHR Requirements. Typing tests for certification MUST be 5 minutes in length and proctored either virtually or in person. Candidates that are current State employees in a typing classification DO NOT need to submit a typing certificate.

* If it is determined that an applicant does not meet the minimum qualifications, the applicant's name may be removed from the eligibility list.

You will find additional information about the job in the Duty Statement.

Minimum Requirements

You will find the Minimum Requirements in the Class Specification.

* EXECUTIVE ASSISTANT

Additional Documents

* Job Application Package Checklist

* Duty Statement

Position Details

Job Code #:

JC-455343

Position #(s):

455-###-####-003

Working Title:

Executive Assistant (Medical Director's Office)

Classification:

EXECUTIVE ASSISTANT

$4,595.00 - $5,750.00 A

# of Positions:

1

Work Location:

San Luis Obispo County

Telework:

In Office

Job Type:

Permanent, Full Time

Facility:

DSH - Atascadero

Department Information

The Department of State Hospitals - Atascadero (ASH) is a secure public sector hospital providing inpatient forensic services for mentally ill adult males who are court committed throughout the State of California. Located on the central coast of California, the Department of State Hospitals - Atascadero is in the vicinity of destination locations such as San Luis Obispo, Paso Robles and Morro Bay, with easy access to beautiful beaches, serene natural settings and many historical landmarks. We invite you to join our professional and talented workforce.

Department Website:

Special Requirements

Candidates that believe they meet the Minimum Qualifications based on a pattern of education from the classification description (specifications) MUST provide a copy of your unofficial college transcripts, that include date degree conferred, if applicable, along with your application (STD. 678) to be considered for this position. Higher degrees cannot be accepted without evidence of the lower degree that leads to it. Please note: foreign transcripts must include a verification for US equivalency through an independent company.

If using Out of Class (OOC) experience to meet minimum qualifications, you MUST provide a copy of the approved OOC Completion Memorandum certifying your OOC experience. Failure to submit the required documents will result in the OOC experience not being applied towards meeting the minimum qualifications of the classification.

You MUST submit a valid typing certificate with a minimum speed of 45 WPM that meets CalHR Requirements. Typing tests for certification MUST be 5 minutes in length and proctored either virtually or in person. Candidates that are current State employees in a typing classification DO NOT need to submit a typing certificate.

Application Instructions

Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.

Final Filing Date: 12/1/2024

Who May Apply

Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list or LEAP eligibility, are in the process of obtaining list eligibility, or have SROA and/or Surplus eligibility (please attach your letter, if available). SROA and Surplus candidates are given priority; therefore, individuals with other eligibility may be considered in the event no SROA or Surplus candidates apply.

Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process. Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).

How To Apply

Complete Application Packages (including your Examination/Employment Application (STD 678) and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareer Account at www.CalCareers.ca.gov. When submitting your application in hard copy, a completed copy of the Application Package listing must be included. If you choose to not apply electronically, a hard copy application package may be submitted through an alternative method listed below:

Address for Mailing Application Packages

You may submit your application and any applicable or required documents to:

Department of State Hospitals

DSH - Atascadero Postal

Attn: DSH - Atascadero Employment Office

PO Box 7005

Atascadero, CA 93423-7005

Address for Drop-Off Application Packages

You may drop off your application and any applicable or required documents at:

Department of State Hospitals

DSH - Atascadero Drop Off

DSH - Atascadero Employment Office

10333 El Camino Real

Atascadero, CA 93422

08:00 AM - 04:30 PM

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

* Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at www.CalCareers.ca.gov. All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.

* Resume is optional. It may be included, but is not required.

* Other - Candidates that believe they meet the Minimum Qualifications based on a pattern of education from the classification description (specifications) MUST provide a copy of your unofficial college transcripts, that include date degree conferred, if applicable, along with your application (STD. 678) to be considered for this position. Higher degrees cannot be accepted without evidence of the lower degree that leads to it. Please note: foreign transcripts must include a verification for US equivalency through an independent company.

* Other - If using Out of Class (OOC) experience to meet minimum qualifications, you MUST provide a copy of the approved OOC Completion Memorandum certifying your OOC experience. Failure to submit the required documents will result in the OOC experience not being applied towards meeting the minimum qualifications of the classification.

* Other - You MUST submit a valid typing certificate with a minimum speed of 45 WPM that meets CalHR Requirements. Typing tests for certification MUST be 5 minutes in length and proctored either virtually or in person. Candidates that are current State employees in a typing classification DO NOT need to submit a typing certificate.

Candidates needing a proctored typing test may reach out to the Employment Office at (805) ###-#### to schedule one at our facility.

Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting.

Benefits

There are many benefits to joining our team! The State of California has a generous benefits package including:

* Medical Benefits, including health, dental, and vision insurance

* Paid Holidays and leave

* Defined benefit retirement program

* Savings Plus Program (401(k), 457)

* Commute Program

* Employee Wellness Program

* Employee Assistance Program

Additional benefit information can be found on the CalHR website and the CalPERS website.

Contact Information

The Hiring Unit Contact is available to answer questions regarding the position or application process.

Department Website:

Hiring Unit Contact:

DSH-Atascadero Employment Office

(805) ###-####

[email protected]

Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office.

EEO Contact:

Pearl Melena

(805) ###-####

[email protected]

California Relay Service: 1-800-###-#### (TTY), 1-800-###-#### (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.

ADDITIONAL APPLICATION REQUIREMENTS

ll interested candidates must submit a Standard State Application Form (STD. 678), with original signature, and indicate Executive Assistant AND 455-###-####-003 AND JC #455343 in the Examination/Job Title Section AND Candidates that believe they meet the Minimum Qualifications based on a pattern of education from the classification description (specifications) must provide a copy of your unofficial transcripts, that include date degree conferred, if applicable, along with your application (STD. 678) to be considered for this position. Please note: foreign transcripts must include a verification for US equivalency through an independent company.

If using Out of Class (OOC) experience to meet minimum qualifications, you MUST provide a copy of the approved OOC Completion Memorandum certifying your OOC experience. Failure to submit the required documents will result in the OOC experience not being applied towards meeting the minimum qualifications of the classification.

You MUST submit a valid typing certificate with a minimum speed of 45 WPM that meets CalHR Requirements. Typing tests for certification MUST be 5 minutes in length and proctored either virtually or in person. Candidates that are current State employees in a typing classification DO NOT need to submit a typing certificate. Candidates needing a proctored typing test may reach out to the Employment Office at (805) ###-#### to schedule one at our facility.

* Applications postmarked on the final filing date will be accepted. Scanned, copied or faxed applications will not be accepted.

* Applications will be screened and only the most competitive will be offered an interview.

* Any limited-term appointments may transition in to a permanent appointment.

ADDITIONAL INFORMATION

Selected candidates will be required to submit to a criminal history review utilizing Live Scan fingerprinting.

This position requires candidates to pass a Medical Evaluation. You will be required to submit to a Medical Evaluation and receive clearance prior to being hired.

Equal Opportunity Employer

The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.