City and County of San Francisco Hiring for Executive Secretary III (1454) Job at San Francisco, CA Full Time

This recruitment could close at any time but not before January 4, 2022. You are encouraged to file an application as soon as possible.

San Francisco is a vibrant and dynamic city, on the forefront of economic growth & innovation, urban development, arts & entertainment, as well as social issues & change. This rich tapestry of culture and ideas is sustained by our City’s commitment to heighten the quality of life for the diverse population of San Franciscans and residents of the greater Bay Area. Our employees play an important role not only in making our City what it is today, but also in shaping the future of San Francisco.

Under general direction, an Executive Secretary III serves as personal and confidential secretary to the highest executive/management level in a city department; performs a wide variety of difficult and sensitive secretarial and administrative work involving a high degree of responsibility for public contact with governmental officials, citizens and other employees; and performs related duties as required.

Essential Functions of the 1454 Executive Secretary III include but are not limited to:

• Types, edits and composes a variety of letters, memoranda and reports using computer software/system; prepares agenda; transcribes minutes.
• Develops, maintains, and manages various office/record systems.
• Prepares summaries of reports, memoranda and documents for executive staff review.
• Interprets administrative decisions and policies to staff, agencies and the public.
• Examines, verifies, and organizes a variety of records and reports including budget documents.
• Maintains appointment calendar for supervisor; makes business travel arrangements.
• May assign and supervise the work of subordinate clerical staff.
• May take and transcribe dictation of a highly confidential and/or critical nature.

1. Three (3) 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. Five (5) 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; AND

3. Ability to type 55 words per minute (WPM)*.

Shorthand: some positions require shorthand.

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.

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

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

SELECTION PROCEDURES

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.

This Secretary Exam will be administered remotely. This computer-administered exam can be taken at home. Candidates must have access to a computer and reliable internet connection to participate in this exam. Candidates will be scheduled for a specific time and date to complete the examination. Requests for alternative dates and times will be considered on a limited basis under limited circumstances.

If you also apply and meet the minimum qualifications for the 1452 Executive Secretary II and 1450 Executive Secretary I recruitment, you will only be scheduled once for the Secretary Exam.

Candidate scores on these examinations may also be applied to other announcements involving other job titles, when directed by the Human Resources Director.

Additional Information

Specific information regarding this examination process is listed below:

• 
  Application Opening – December 20, 2021
• 
  Application Deadline – To Be Determined, but not before January 4, 2022
• 
  Compensation: $90,844.00-$110,344.00
• 
  Eligible List duration resulting from this examination process will be 24 months.
• 
  Certification Rule for the eligible list resulting from this examination will be Rule of Five Scores.
• 
  Exam Type: Class Based Test
• 
  Appointment Type: Permanent Civil Service
• 
  Recruitment ID: C00066

HOW TO APPLY

Applications for City and County of San Francisco jobs are only accepted through an online process. Select the “I’m Interested” button located at the top right of this page. Then, follow the directions on the screen.

Applicants should receive a confirmation email in response to every announcement for which they file. After reading the email, retain it for your records. Failure to receive this email means that the online application was not submitted or received. It is applicants’ responsibility to ensure that their registered email address is accurate and kept up-to-date, and they must ensure that email from CCSF is not blocked on their computer by a spam filter. To prevent blocking, set up your 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).

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. Resumes will not be accepted in lieu of a city and county of San Francisco completed application for this position or any position.

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 Avenue, 4th Floor, San Francisco, CA 94103) is currently closed to the general public. If you have any questions, please feel free to email the Exam Analyst listed at the end this job ad.

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 https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/.] 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.

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

Questions: If you have any questions regarding this recruitment or application process, please contact the analyst, Casey Botkin at [email protected]

CONDITION OF EMPLOYMENT: All City and County of San Francisco employees are required to be vaccinated against COVID-19 as a condition of employment. For details on how it is applicable to your employment, please click here.

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.