What are the responsibilities and job description for the EXECUTIVE SECRETARY I position at Department of Social Services?
The Office of Tribal Affairs (OTA) has the primary responsibility of building better government- to- government relationships with the CDSS and California Indian Tribes (Tribes), Counties, and Tribal Governments, as well as working with Native American stakeholders.
The Executive Secretary, under the supervision of the OTA Director, performs difficult, responsible, and independent tasks designed to support the OTA Director and provides clerical support to the staff of OTA.
Support of the OTA Director includes arranging meetings for the Director, preparing agendas, and adjusting as necessary in scheduled meeting times, relieving the Director of routine office details. These tasks also include arranging correspondence for Director's personal reply, composing correspondence on a wide range of subjects requiring a thorough knowledge of the procedures and policies for the office and Department, and reviewing outgoing correspondence prepared by additional OTA staff members. This position requires attention to detail and an ability to coordinate assignments and develop materials independently.
Please let us know how you learned about this career opportunity by taking the brief survey that follows: Recruitment Survey.
Would you like more information regarding career opportunities with the CDSS? We’d love to hear from you! Please contact us at Recruiter@dss.ca.gov and include the job classification and job control number in the subject line. Information about applying for a state job can be found here: Three Steps to a State Job.
You will find additional information about the job in the Duty Statement.
Working Conditions
Expenses related to travel to the office for required events are the responsibility of the employee, if employee resides outside of the advertised county. If telework/remote work ends, the position will have to report to CDSS headquarters in Sacramento/ or the closest CDSS office nearest of incumbent's residence.
Minimum Requirements
You will find the Minimum Requirements in the Class Specification.- EXECUTIVE SECRETARY I
Additional Documents
- Job Application Package Checklist
- Duty Statement
Position Details
Department Information
The Office of Tribal Affairs is housed in the Office of Equity. The OTA’s mission is grounded in meaningful Tribal Consultation and engagement to elevate and assist in building the capacity of the state, Tribes and counties to collaboratively create and sustain an equitable continuum of care for American Indian and Alaska Native children and families.
Special Requirements
Do not include any confidential information on any documents (i.e., application, resume, or transcripts) you submit for this job vacancy. Confidential information that should be excluded or removed from these documents include but is not limited to: Social Security Number (SSN), birthday and/or age, photos, student/other ID number, driver’s license number (unless required), basis of eligibility, exam results, LEAP status, and marital status. Confidential information submitted via a CalCareer Account (electronic application) is automatically redacted upon submission.
The SOQ should contain no more than two double-spaced (11 pt. font or larger) pages highlighting your experience that qualifies you for this position and must accompany the application. Your SOQ must number and individually address each of the following sections and include the question and answer. APPLICATIONS WITHOUT A COMPLETE SOQ WILL NOT BE CONSIDERED. Resumes will not be accepted in lieu of an SOQ.
Please Describe:
1. Your skills and experience in developing and providing administrative support to a program manager, director, or other executive. What are the important skills and support an executive secretary should provide?
2. Your skills and experience drafting and reviewing written materials such as official letters, memos, reports, forms, policy directives, legislative proposals, and/or draft regulations for government entities.
3. What it means to have a commitment to diversity? What does it mean for you? Explain how have you demonstrated that commitment, and how would you see yourself demonstrating it in this position?
4. Your skills, knowledge, and experience you have in working with Tribes and Tribal Affairs. Describe your experience with Tribal engagement and communication with Tribes.
5. Your skills and experience with scheduling, arranging meetings, and booking travel.
You are required to complete employment history on the application form (STD 678). You may be disqualified from the hiring and selection process if the employment history is not complete. Resumes will not take the place of employment history.
If you are meeting minimum qualifications with education, you must include your unofficial transcripts for verification. If selected, you may be required to provide official transcripts at the time of hire.
Training and Development assignments may be considered based on the availability of eligible candidates and are subject to approval by the Hiring Authority prior to appointment. Training and Development assignments are temporary in nature and shall not exceed twenty-four (24) months.
Candidates who reside outside of the State of California may be admitted to the job interview, but they must provide proof of residence in California prior to being eligible for appointment.
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: 3/15/2025Who May 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
Address for Mailing Application Packages
You may submit your application and any applicable or required documents to:
Address for Drop-Off Application Packages
You may drop off your application and any applicable or required documents at:
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.
- Statement of Qualifications -
(SOQ) Please see the Special Requirements section of this job advertisement for detailed instructions for the SOQ submission.
Desirable Qualifications
- General knowledge of the work of the Branch, Division, the Department, public child welfare system and federal/state/county/Tribal government relations.
- Understanding, knowledge and advocacy of tribal affairs, tribal sovereignty and tribal engagement.
- Knowledge of policy-making and administrative processes, including state and federal legislation, regulatory and budgetary processes, and the roles of various branches and levels of government.
- Ability to identify problems and systemic issues, develop strategies to address problems and seek mutually-acceptable solutions.
- Ability to communicate orally and in writing in a well-organized, accurate, clear and concise manner.
- Ability to plan implementation of and manage assignments to completion within specified time frames.
- Ability to maintain poise, good humor and flexibility while working in a time-sensitive, deadline driven, results-oriented environment.
- Detail oriented with strong analytical skills and effective editing skills.
- Skilled in using Microsoft Office (Word, Excel, PowerPoint, Access, Outlook and SharePoint).
- Strong communication skills including using technology and other strategies to inform project team and others.
- Ability to take initiative and to work as part of a large and diverse team.
- A genuine valuing of racial, equity, and diversity principals.
Benefits
TRANSPORTATION REIMBURSEMENT
- Public transit (mass transit) passes.
- 100 percent discount on public transit passes sold by state agencies, up to the monthly exclusion amount provided by the Internal Revenue Service (IRS).
- 100 percent reimbursement on public transit passes purchased by state employees, up to the monthly exclusion amount provided by the IRS.
- Vanpool drivers and riders
- 100 percent reimbursement on the monthly fee, up to the monthly exclusion amount provided by the IRS.
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.
Hiring Unit Contact:
Laila DeRouen
(916) 651-2787
Laila.DeRouen@dss.ca.gov
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:EEO Office
(916) 657-2326
EEOoffice@dss.ca.gov
California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.
Examination Information
Those interested in obtaining employment with any state agency must apply and compete through the state hiring and recruitment process.
To apply for the examination for this position, click on the link below to search for the examination and follow the “How to Apply” instructions in the examination announcement:
CalCareers Exam/Assessment Search
Successful examination applicants are placed on an eligibility list. If you already have list eligibility for this classification, you do not need to retake the examination. Applicants should refer to their examination results or check their CalCareer account for specific list eligibility expiration dates and to re-take the examination when necessary. For questions regarding the examination process, please contact the Examination Unit at: Examinations@dss.ca.gov.
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.
