1454 Executive Secretary III
|Date Opened||2/11/2019 08:00:00 AM|
|Filing Deadline||2/22/2019 5:00:00 PM|
|Salary||$40.56 - $49.28/hour; $7,031.00 - $8,541.00/month; $84,370.00 - $102,492.00/year|
|Job Type||CBT Discrete|
THIS IS A CITYWIDE EXAMINATION
Under general direction, 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)*.
4. 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.
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.
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, @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.
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, Casey Botkin, by telephone at 415-557-4883, or by email at email@example.com.
Minimum Qualification Supplemental Questionnaire (Weight: Qualifying):
Candidates will be prompted to complete a Supplemental Questionnaire as part of the online employment application. This Minimum Qualification Supplemental Questionnaire is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications for this position. Applicants must also complete the official application. It is essential that applicants provide complete information in identifying their education, experience and training. The Minimum Qualification Supplemental Questionnaire will be used to evaluate if the applicant possesses the required 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 1450 Executive Secretary I and 1452 Executive 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.
Eligible List/Score Report: A confidential eligible list of applicant names that have passed the civil service examination process will be created, and used for certification purposes only. An examination score report will be established, so applicants can view the ranks, final scores and number of eligible candidates. Applicant information, including names of applicants on the eligible list, shall not be made public unless required by law. However, an eligible list shall be made available for public inspection, upon request, once the eligible list is exhausted or expired and referrals resolved. The eligible list/score report resulting from this civil service examination process 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 process will be of 24 months, and may be extended with the approval of the Human Resources Director.
To find Departments which use this classification, please see https://sfdhr.org/sites/default/files/documents/ASO-Level-Chart.pdf?documentID=21246.
Certification: The certification rule for the 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.
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
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.jobapscloud.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://www.sfdhr.org/index.aspx?page=20 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.
Applicants with disabilities who meet the minimum eligibility requirements for this job announcement can find information on requesting a reasonable ADA Accommodation at:
Information regarding requests for Veterans Preference can be found at:
Seniority Credit in Promotional Exams:
Information regarding seniority credit can be found at:
Exam Type: Combined Promotive & Entrance
Issued: February 11, 2019
Micki Callahan, Human Resources Director
Department of Human Resources
Recruitment ID #: CBT-1454-903083
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.