Administrative Executive Assistant

State of California; California; Híbrido; USD 43.000 - 70.000; Jornada completa

Descripción de la vacante

Department of Transportation in California is seeking an Administrative Executive Assistant to provide high-level administrative, operational, and analytical support to the Division of Construction. The role coordinates priority Division assignments, manages sensitive documents, and supports meetings and travel arrangements.

The incumbent will interact with Division staff, district offices, executive management, and external partners, requiring discretion, strong organization, and attention to

Formación

• Experience providing administrative, operational, and analytical support to executive staff and external partners.
• Ability to review, route, track, and maintain time-sensitive documents and records.
• Familiarity with Microsoft Office Suite and basic office procedures.

Responsabilidades

• Provide broad administrative, operational, and analytical support to the Division of Construction.
• Coordinate travel and scheduling for division staff and executives.
• Support meetings and events and assist with personnel-related processes.

Conocimientos

Administrative support

Travel scheduling

Communication

Discretion

Descripción del empleo

Job Posting:Administrative Executive Assistant

Department of Transportation

JC-535525 -

JC-535525 - Administrative Executive Assistant
ANALYST I

$3,861.00 - $6,276.00 per Month
New to State candidates will be hired into the minimum salary of the classification or minimum of alternate range when applicable.

Final Filing Date: 10/29/2026

Application Methods: Electronic (Using your CalCareer Account) By Mail Drop-off

Job Description and Duties

Under the direction of a Supervisor I, the Analyst I serves as the Administrative Executive Assistant and provides broad administrative, operational, and analytical support to the Division of Construction. The incumbent coordinates priority Division assignments, reviews and tracks sensitive documents, maintains key administrative records, supports meetings and events, coordinates travel and scheduling, assists with personnel-related processes, and helps ensure timely follow-up on Division priorities. The position requires strong organization, attention to detail, sound judgment, discretion, and the ability to work effectively with Division staff, District offices, executive management, and external partners. The incumbent will be assigned work based on Divisional and/or Departmental needs and could be assigned to any office within District 8, which includes San Bernardino and Riverside County. Travel may be required. Possession of a valid driver's license is required when operating a State owned or leased vehicle.

PARF 08-27-0129/ JC-535525

Personal Leave Program: Effective July 1, 2025, state employees are subject to temporary salary reductions ranging from 2% to 4.62% in exchange for Personal Leave Program (PLP) hours. Please note that the salary ranges listed in this Job Control may not reflect these reductions associated with the 2 25 Personal Leave Program. Please follow the link for more information regarding the 2025 Personal Leave program: http://hrmanual.calhr.ca.gov/Home/Manualltem/1/2

Working Conditions

Position located at 464 W Fourth St San Bernardino CA 92401, San Bernardino County.

This position may be required to telework and/or perform in-office/off-site work at an assigned location that is climate-controlled and under artificial light. The incumbent may be required to sit and/or stand for extended periods of time. The incumbent will use a keyboard/mouse and video display monitor. Some travel will be required, therefore, incumbent must be able to travel using a car or commercial transportation. Possession of a valid driver’s license is required when operating a State owned or leased vehicle. The amount and availability of telework and/or in-office/off-site work will be determined by the Division based on the functions of the position.

This position may be eligible for telework. The amount of telework is at the discretion of the Department and based on Caltrans’s evolving telework policy. Caltrans supports telework, recognizing that in‑person attendance may be required based on operational needs. Employees are expected to be able to report to their worksites with minimum notification if an urgent need arises. The selected candidate will be required to commute to the headquartered location as needed to meet operational needs. Business travel may be required, and reimbursement considers an employee’s designated headquartered location, primary residence, and may be subject to CalHR regulations or applicable bargaining unit contract provisions. All commute expenses to the headquartered location will be the responsibility of the selected candidate.

Minimum Requirements

• ANALYST I

ANALYST I $3,861.00 - $4,839.00A $4,181.00 - $5,233.00B $5,014.00 - $6,276.00C New to State candidates will be hired into the minimum salary of the classification or minimum of alternate range when applicable.

Caltrans Vision: A thriving and connected California.

The Caltrans workforce is made up of diverse and unique individuals who contribute to our organizational success.

Possession of a valid driver’s license is required when operating a State owned or leased vehicle

The Statement of Qualifications (SOQ) serves as documentation of each applicant’s ability to present information clearly and concisely in writing. Please follow the instructions below; failure to include and complete the SOQ as instructed may result in the SOQ not being considered and in disqualification from the interview. Each question must be numbered and addressed in the same order as the questions below. The SOQ must be typed, no more than two pages in length, and 12-point Arial font.

Analyst I SOQ:

1. Describe your experience providing administrative, operational, and analytical support to executive level staff, internal staff, and external partners. Include examples that demonstrate your ability to provide quality customer service, communicate effectively, exercise discretion, and follow through on sensitive or time‑critical assignments.

2. Describe your experience reviewing, routing, tracking, and maintaining large volumes of time‑sensitive documents, correspondence, reports, or administrative records. Include the process or system you used to ensure accuracy, consistency, confidentiality, timely completion, and appropriate follow‑up.

Possession of Minimum Qualifications will be verified prior to interview and/or appointment. If you are basing your eligibility on education, you must include your unofficial transcript(s)/diploma for verification. Unofficial, original, or official sealed transcripts will be accepted and may be required upon appointment. Applicants with foreign transcripts/degrees must provide a transcript/degree U.S. equivalency report evaluation that indicates the number of units and degree to which the foreign coursework is equivalent. Please visit either of the following two websites for a list of evaluation agencies: https://www.naces.org/members or https://aice-eval.org. Please redact birthdates and social securitynumbers

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

Incumbent must have knowledge of principles, practices, and trends of public and business administration, management and supportive staff services including procurement, space planning, program evaluation, or other closely related areas. The incumbent must have a solid understanding of what customer service is and have the ability to provide excellent customer service at all times. The incumbent should be familiar with the State Administrative Manual and the policies and procedures relating to facilities and energy conservation.

The incumbent must be knowledgeable of the Department's mission, goals, and programs, laws, rules, and policies of the State of California. The incumbent must possess knowledge of pertinent laws, statutes, and regulations regarding resources, contracts, and general office operations. The incumbent must be able to assimilate and evaluate technical and procedural input from various sources, develop alternative courses of action and make objective recommendations on all issues relating to this position.

The incumbent must have the ability to multi‑task, adapt to changes in priorities, and complete tasks with short notice. The incumbent must have the ability to effectively coordinate multiple assignments with concurrent due dates, and to recognize potential project‑related problems with personnel, fiscal resources, or scheduling and either take or recommend corrective action. The incumbent must be able to manage and resolve conflicts and disagreements in a positive and constructive manner to minimize negative impact.

Knowledge of and ability to use personal computer equipped with e‑mail (Outlook), word processing and spreadsheet software including Microsoft Office Suite (Word, Excel, PowerPoint, and Access), E‑FIS Advantage, and the inter/intranet. The incumbent must reason logically and creatively; utilise a variety of analytical techniques to resolve complex problems, develop communication documents and reports on a variety of issues, and maintain a level of professional integrity to ensure Department Policies and Procedures are followed. The incumbent must have the ability to work independently and effectively coordinate with various levels of management and staff, both in person and through telephone communication. Must be able to communicate effectively orally and in writing.

Must have the ability to follow written or oral directions, demonstrate good work habits, neatness, dependability, and punctuality. The incumbent must be able to prepare complete and comprehensive reports, letters, and articles; make effective presentations; use good judgment for analysis of resource requirements; be able to coordinate effectively with all levels of management and employees.

Benefit information can be found on the CalHR website and the CalPERS website.

Contact Information

The Human Resources Contact is available to answer questions regarding the application process. The Hiring Unit Contact is available to answer questions regarding the position.

Hiring Unit Contact:
Juan Magdaleno
[phone]
[e-mail]

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.

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.

Electronic applications through your CalCareers account are highly recommended and encouraged.

Candidates that meet the minimum qualifications based on possession of EDUCATION, LICENSE, OR CERTIFICATE must include a copy of your DEGREE/TRANSCRIPTS, LICENSE, or CERTIFICATE, along with your State application (STD. 678), to be considered for this position.

NOTE: Do not submit the “Equal Employment Opportunity” questionnaire (page 5) with your completed State application (STD. 678). This page is for examination use only. Do not include any confidential information on any documents you submit for this job vacancy, such as your state application, resume, or educational transcripts. Confidential information that should be excluded or removed from these documents includes, but is not limited to, your Social Security Number, birth date, driver’s license number, examination results, LEAP status, marital status, and age. The job application packet checklist is not required to apply for this position. Failure to follow these instructions may result in your application not being considered for this position.

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.