Executive Secretary

The Position

This is a continuous filing exam. Next filing cut-offs are at 5:00 pm on: 8/20/26, 9/10/26 (final). Under general direction, the Executive Secretary performs a wide variety of administrative/secretarial support duties for a County Agency Administrator, Department Director, or other executive level management requiring independent judgment and action; ensures completion of tasks in accordance with established policies and procedures; communicates policies, procedures and other critical information to staff, divisions, departments, and the public;

and coordinates trainings, travel, meetings, and other events.

• The eligible list for this recruitment may be used to fill current and future vacancies for other areas not identified above.

• Administrative and secretarial practices and procedures, such as calendar management, and methods of organization
• Basic organization and function of government agencies
• Principles and practices of data collection and report preparation
• Techniques and methods of recordkeeping and file management, both physical and electronic
• Standards of business correspondence including composition and formatting of memos, letters, and other procedural documents
• Principles and practices of supervision, leadership, mentoring, and training
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, databases, publishing, virtual meeting platforms, and other specialized applications related to area of assignment
• English usage, spelling, grammar, and punctuation

• Provide varied, responsible, and confidential executive level secretarial and office administrative assistance
• Organize work, set and adjust priorities in order to meet critical deadlines, and follow up on assignments
• Analyze situations accurately and adopt an effective course of action
• Use tact, discretion, initiative, and independent judgement
• Maintain composure in stressful or difficult situations
• Navigate various software systems and effectively locate, enter, and retrieve information
• Independently compose a variety of written documents including memos, letters, and procedural documents from concept or with minimal input
• Plan, coordinate, assign, and review the work of staff
• Listen effectively
• Develop and maintain respectful, cooperative, collaborative, and effective working relationships with others
• Communicate clearly and concisely, both verbally and in writing
• Take responsibility and accountability for actions
• Interpret and apply applicable federal, state, and local laws, codes, and regulations
• Apply customer service skills, including the identification of customer needs and follow up to ensure customer commitments have been met
• Recognize confidential information and exercise discretion in the communication and handling of such information

Either:
Two years of full time paid secretarial or administrative assistant experience in a local, state, or other government agency. In order to be qualified, experience must have been in direct support of a manager or higher level position.

Or:
Four years of full time paid clerical or higher level experience which included primary responsibilities for the following: a) calendar management for a supervisor, program, or department, b) preparation and production of agendas and/or meeting materials, and taking minutes; and c) screening and routing calls, correspondence, and/or receiving in-person visitors.

Note:

If the word “experience” is referenced in the minimum qualifications, it means full-time paid experience unless the minimum qualification states that volunteer experience is acceptable. Part-time paid experience may be accumulated and pro-rated to meet the total experience requirements.

The County may access criminal history information on candidates who have accepted a conditional offer of appointment for this class consistent with the provisions of Board of Supervisors Resolution No. 82-602, Personnel Policies, and applicable federal and…