What are the responsibilities and job description for the Executive Secretary position at Kings County?
The County Agricultural Commissioner/Sealer's Office has an excellent career opportunity available for the position of Executive Secretary.
Under general direction, the successful incumbent will plan, evaluate, coordinate and perform the most difficult or sensitive secretarial duties for the department head. The incumbent must be able to perform a wide variety of high-level clerical and administrative duties, provide exceptional customer service, maintain confidentiality, and communicate with tact and professionalism.
There is one immediate vacancy. Future vacancies for this position may be filled from the eligible list to be established. The expected life of the eligible list is six months.
This position includes a management benefit package including CalPERS retirement (click the benefits tab to determine plan/tier placement); County paid PPO insurance premium for medical, dental, vision and chiropractic insurance coverage for the employee and their eligible dependents; onsite health center for employees and eligible dependents on County health insurance; $40,000 term life/accident insurance; an additional 64 hours (48 hours can be cashed out) of management leave each fiscal year; paid vacation and sick leave. Effective July 1, 2025, the amount of management vacation time will increase from 64 hours to 80 hours of which will not carry over and may be cashed out in full.
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
- Performs as the personal, confidential assistant to the department head.
- Receives visitors, screens correspondence, telephone calls and visitors and schedules appointments for the department head or senior managers.
- Schedules meetings and conferences as requested.
- Refers matters not requiring the department head's personal attention to other appropriate staff members and may follow through to ensure timely reply; answers a variety of questions related to department functions, procedures, regulations, and programs as appropriate and authorized.
- Maintains calendars and schedules appointments for the department head; confirms or reschedules appointments as needed; schedules and arranges for rooms, equipment and related needs for meetings or conferences.
- Anticipates the need for reference or presentation materials to be used in meetings or conferences and assembles materials for distribution.
- May act as a secretary to one or more commissions or boards.
- Prepares and distributes meeting agendas; attends and takes minutes of meetings; summarizes and types minutes of meetings from electronic recording devices or handwritten notes and distributes minutes as appropriate; prepares and disseminates public meeting announcements or notices.
- Responsible for the organization, maintenance and disposition of files or records, correspondence, resolutions, ordinances, policies and other official information or documents.
- Oversees the coordination and maintenance of department personnel and payroll functions, such as confidential personnel records maintenance, leave tracking, purchasing, office supplies and equipment maintenance, preparation of statistical and budgetary reports, processing of personnel action forms, and various other department-level personnel services.
- Prepares and secures a variety of highly confidential or sensitive reports, documents, and records, including confidential employer-employee relations information.
- Makes travel and lodging arrangements for department head, executive staff and visiting officials.
- If assigned supervisory duties, assists in the interview and hiring process; trains and evaluates subordinates; assigns work and oversees workflow processes; monitors and evaluates work performance and recommends disciplinary action.
Please note: Work experience for the last 15 years must be included in the work history portion of your application. It is also important that your application show all the relevant education and experience that you possess, even if it extends beyond the required past 15 years. When completing the work history portion of your application please include each position title and level as a separate entry when applicable. Example: If you were an Office Assistant I and promoted to an Office Assistant II, each level should be entered separately to reflect the time held at each level. A resume may be attached, but it is not a substitute for completing the application and supplemental questions. Failure to submit a completed application may eliminate you from the recruitment.
Any combination of education and relevant experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required knowledge, skills and abilities would be:
EDUCATION AND EXPERIENCE
Education:
- Equivalent to completion of the twelfth (12th) grade. (Equivalent to an associate degree from an accredited college or university is highly desirable.)
Experience:
- Three (3) years of varied and increasingly responsible administrative and clerical experience. (Supervisory experience is highly desirable.) (Substitution: Equivalent to an associate degree from an accredited college or university with major coursework in business, office procedures, or a closely related field may be substituted for up to one (1) year of experience.)
LICENSES AND CERTIFICATIONS
Licenses:
- Possession of a valid California driver’s license issued by the Department of Motor Vehicles at the time of appointment.
Qualify for security clearance through a background investigation and fingerprint check. Ability to work standard 8-hour shifts, alternate shifts, and irregular hours including emergencies, evenings, weekends, and holidays as necessary, work overtime as mandated, and travel within and outside the County.
A detailed job specification is available by clicking here.
All completed applications and supplemental questionnaires will be reviewed. Depending upon the number of applicants who meet the minimum qualifications, the examination process may include a screening committee (pass/fail) and/or an oral examination (100%) which may include a written practical component to determine placement on the eligible list.
VETERAN'S PREFERENCE AVAILABLE UPON REQUEST
Veteran's Preference Application
You must submit a certified DD-214 and a new request form for each application submission prior to the closing date.
Tentative Recruitment ProcessFinal Date to Apply: Monday, February 3, 2025 at 5:00 p.m.
First Panel Interview with Human Resources: Thursday, February 20, 2025 and Monday, February 24, 2025.
Salary : $53,560 - $65,354
