Executive Secretary

TCSA; Stockton (CA); Presencial; USD 59.000 - 71.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Health Insurance

Dental Insurance

Vision Insurance

Retirement Plan

Descripción de la vacante

San Joaquin County District Attorney’s Office in Stockton, CA seeks an experienced Executive Secretary to provide advanced secretarial support to a department head. The role requires discretion with confidential information, multitasking, and complex scheduling.

The position offers departmental promotion, programs for professional development, and a starting monthly salary of $5,243.05 to $6,372.96 plus COLA adjustments. Qualified internal applicants are encouraged to apply.

Formación

• Two years at a level comparable or higher to Office Secretary in San Joaquin County service that included significant responsibility for performing management secretarial duties.
• Six years of general clerical, secretarial and/or office technical work, including at least two years with primary responsibility for performing management secretarial duties.
• Substitutions: one year of business training may substitute for one year of the above experience; 30 semester/45 quarter credits may substitute; or a Bachelor's degree in related fields may substitute for four years of non-secretarial experience.
• Certificates: typing at 45 WPM and/or proficiency in computer software programs.
• Special Requirement: ability to use computers/word processing; may require computer proficiency prior to appointment.

Responsabilidades

• Performs highly advanced secretarial support duties for a department head or executive; liaison between managers and staff; maintains calendars and schedules; coordinates meetings and travel; may assist with budget administration.
• Receives and screens visitors and calls, communicating complex information and policies to managers and staff; maintains discretion with confidential information.
• Relieves supervisor of complex quasi-administrative duties in areas such as personnel management, payroll, purchasing, inventory, and systems maintenance.
• Prepares complex reports and documents; maintains spreadsheets/databases; develops filing systems and control files.
• Coordinates and provides training, supervises small groups of clerical staff as needed.

Descripción del empleo

Department Promotional: District Attorney's Office

This examination is being given to fill one vacancy in the District Attorney's Office and to establish an eligible list to fill future vacancies. Resumes will not be accepted in lieu of an application. A completed application must be postmarked or received online by the final filing deadline.

To qualify, candidates must be currently employed by theSan Joaquin County District Attorney's Officeand meet all eligibility requirements for promotionalopportunities

NOTE: All correspondences relating to this recruitment will be delivered via e-mail. The e-mail account used will be the one provided on your employment application during time of submittal. Please be sure to check your e-mail often for updates. If you do not have an e-mail account on file, Human Resources will send you correspondences via US Mail.

4% Salary increase effective July 2024

3% Salary increase effective July 2025

Human Resources

44 N San Joaquin St

Third Floor, Suite 330

Recruitment

1026-RO2060-DP

Have Recruitment Questions?

Email: [e-mail]

Phone [phone]

Minimum Qualifications

District Attorney’s Office

Executive Secretary

District Attorney’s Office

Executive Secretary

Departmental

Promotional

#1026-RO2060-DP

Departmental

Promotional

#1026-RO2060-DP

Salary $5,243.05-$6,372.96 monthly

Either I

Experience : Two years at a level comparable or higher to Office Secretary in San Joaquin County service that
included significant responsibility for performing management secretarial duties.

Or II

Experience : Six years of general clerical, secretarial and/or office technical work, including at least two years
with primary responsibility for performing management secretarial duties.

Substitutions : a) One year of business training in an approved vocational training program may substitute for
one year of the above-required experience; or b) Completion of 30 semester/45 quarter credit units at an
accredited college or university may substitute for one year of the above-required experience; or c) Graduation
from an accredited college or university with a Bachelor’s Degree in public or business administration, human
resources management, labor relations, accounting, or a related field may substitute for the four years on non-
secretarial experience required above.

And

Certificates : If required by the nature of the assignment: 1) possession of acceptable typing/keyboarding or
other certification of ability to input data at the rate of 45 words per minute; and/or 2) possession of an
acceptable proficiency certificate in one or more computer software programs.

Special Requirement: Most positions require the ability to use computers and/or word processing equipment. If
required by the nature of the assignment, demonstrated general or software-specific computer proficiency may
be required prior to appointment.

At the San Joaquin County District Attorney’s Office, under the leadership of District Attorney Ron Freitas, our
mission is to pursue justice and support victims of crime with integrity and dedication. As the elected chief
prosecutor, Mr. Freitas represents the People of the State of California in criminal and related civil matters before
the Superior Court, supported by a staff of more than 300 attorneys, investigators, and professional personnel
across multiple locations in the County.

The District Attorney’s Office is seeking an experienced professional to provide advanced secreterial support to the
District Attorney. This position will have access to matters that are highly confidential and sensitive in nature. As
such, the Executive Secretary must exercise discretion and care in the processing and safeguarding of information.
The ideal candidate will be detail-oriented, work well under pressure, and have the ability to multi-task mulitple
projects and succesfully meet deadlines.

Effective June 28, 2027, COLA
INCREASE OF (4%) of base
salary

PLEASE NOTE: This is a departmental promotion.
Qualified applicants must currently be employed with
San Joaquin County District Attorney's Office and meet
the promotional eligibility requirements as stated in
Civil Service Rule 10, Section 3-Eligiblity for
Promotional Examinations.

DA Executive Secretary 1026

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TYPICAL DUTIES

Performs highly advanced secretarial support duties, usually for a department head or executive with responsibility for a large department or division; acts as a liaison between the manager(s) and staff and may represent management in highly sensitive and confidential situations; develops and recommends complex procedures applicable to areas of assignment; develops and implements systems for improving the efficiency and effectiveness of assigned operations; monitors deadlines and calendars as assigned and develops/maintains control and tracking systems; arranges and coordinates complex meetings, seminars or classes; arranges for travel transportation; may coordinate and/or perform clerical/technical aspects of budget administration.

Receives and screens visitors and calls, using a very high degree of judgment in their disposition; interprets and explains specialized and complex information regarding established rules, regulations, policies, procedures and technical office operations to managers, patients, clients, outside agencies and others; researches difficult and complex issues; obtains information from managers, staff, patients, clients, and others; identifies and seeks to meet customer needs, maintaining tact and diplomacy and using good judgment regarding sensitive/confidential matters; provides customer service in a calm, helpful and effective manner.

Relieves superior of very complex quasi-administrative/analytical duties in areas such as personnel management, payroll, purchasing, inventory, systems maintenance and/or similar functions; gathers, analyzes and maintains specialized and complex information related to office administrative operations, including administration of the budget; reviews and analyzes complex legal, custody, health care and other administrative records to identify needed information; researches, compiles, maintains and processes statistical, financial and/or other numerical data to support highly specialized office functions; may perform highly-advanced clerical accounting duties.

Prepares a variety of difficult and complex reports, letters, resolutions and other documents with substantial independence, utilizing a highly advanced knowledge of specialized subject matter; develops and maintains complex spreadsheets and databases, either by hand or computer; maintains data and develops reports for budget and other purposes.

Develops and maintains specialized filing systems, including coding and indexing various records and/or legal documents; prepares master lists and control files.

Applies internal and external laws, regulations, ordinances and policies as they relate to assigned responsibilities; may produce and/or issue complex documents and complete complex forms for the purpose of documenting specialized program-related information.

As an incidental duty, may perform second-level supervision over a small group of clerical and/or technical employees; provides training as assigned; develops, organizes and distributes training materials as appropriate.

KNOWLEDGE

Highly advanced secretarial and other office practices and procedures; advanced principles and practices of prioritizing, planning and organizing work; advanced clerical practices related to personnel management, payroll, labor relations, purchasing, inventory control, clerical accounting, and systems development/maintenance; advanced clerical methods of researching, gathering, organizing and reporting data; standard analytical principles and processes; personal computer systems and general office computer software; public relations techniques; advanced interviewing techniques; advanced filing and record keeping systems; complex correspondence and report formats; advanced clerical accounting methods and practices; principles of training and supervision.

ABILITY

Provide a full range of secretarial duties to support managers and/or other high-level staff; perform quasi-administrative/analytical work related to various specialized office activities; research, interpret, and apply complex laws/regulations, court orders, program policies/procedures, and third-party rules/requirements related to areas such as personnel management, payroll, labor relations, purchasing, inventory control, clerical accounting and systems development/maintenance; evaluate and establish priorities; gather, organize, input and maintain complex information, including financial or program-specific data; provide/obtain detailed information to/from others as appropriate, including confidential and/or otherwise sensitive information; utilize advanced office procedures and equipment; follow complex oral and written procedures and directions; establish and maintain effective working relationships with others, even in difficult situations; communicate effectively with others; write clearly and legibly; perform advanced arithmetical operations; lead or supervise others.

PHYSICAL/MENTAL REQUIREMENTS

Mobility-Frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting-Frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual-Constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking-Frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological-Frequent decision making, concentration, and public contact; Special Requirements-Some assignments may require working weekends, nights, and/or occasional overtime; Environmental-Occasional exposure to varied weather conditions. San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions.

Equal Opportunity Employer

San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation. For more information go to Equal Employment Opportunity Division (sjgov.org) .

Accommodations for those covered by the Americans with Disabilities Act (ADA):

San Joaquin County complies with the Americans with Disabilities Act and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions.

BENEFITS

Employees hired into this classification are members of a bargaining unit which is represented bySEIU Local 1021 .

Health Insurance : San Joaquin County provides employees with a choice of three health plans: a Kaiser Plan, a Select Plan, and a Premier Plan. Employees pay a portion of the cost of the premium. Dependent coverage is also available.

Dental Insurance : The County provides employees with a choice of two dental plans: Delta Dental and United Health Care-Select Managed Care Direct Compensation Plan. There is no cost for employee only coverage in either plan; dependent coverage is available at the employee’s expense.

Vision Insurance : The County provides vision coverage through Vision Service Plan (VSP). There is no cost for employee only coverage; dependent coverage is available at the employee’s expense.

For more detailed information on the County’s benefits program, visit our website at www.sjgov.org under Human Resources/Employee Benefits.

Life Insurance : The County provides eligible employees with life insurance coverage as follows:

1 but less than 3 years of continuous service: $1,000
3 but less than 5 years of continuous service: $3,000
5 but less than 10 years of continuous service: $5,000
10 years of continuous service or more: $10,000

Employee may purchase additional term life insurance at the group rate.

125 Flexible Benefits Plan : This is a voluntary program that allows employees to use pre-tax dollars to pay for health-related expenses that are not paid by a medical, dental or vision plan (Health Flexible Spending Account $2550 annual limit with a $500 carry over); and dependent care costs (Dependent Care Assistance Plan $5000 annual limit).

Retirement Plan : Employees of the County are covered by the County Retirement Law of 1937. Please visit the San Joaquin County Employees’ Retirement Association (SJCERA) at www.sjcera.org for more information. NOTE: If you are receiving a retirement allowance from another California county covered by the County Employees’ Retirement Act of 1937 or from any governmental agency covered by the California Public Employees’ Retirement System (PERS), you are advised to contact the Retirement Officer of the Retirement Plan from which you retired to determine what effect employment in San Joaquin County would have on your retirement allowance.

Deferred Compensation : The County maintains a deferred compensation plan under Section 457 of the IRS code. You may annually contribute $22,500 or 100% of your includible compensation, whichever is less. Individuals age 50 or older may contribute to their plan, up to $30,000.The Roth IRA (after tax) is also now available.

Vacation : Maximum earned vacation is 10 days each year up to 3 years; 15 days after 3 years; 20 days after 10 years; and 23 days after 20 years.

Holidays : Effective July 1, 2017, all civil service status employees earn 14 paid holidays each year. Please see the appopriate MOU for details regarding holidays, accruals,use, and cashability of accrued time.

Sick Leave : 12 working days of sick leave annually with unlimited accumulation. Sick leave incentive: An employee is eligible to receive eight hours administrative leave if the leave balance equals at least one- half of the cumulative amount that the employee is eligible to accrue. The employee must also be on payroll during the entire calendar year.

Bereavement Leave : 3 days of paid leave for the death of qualifying family member, 2 additional days of accrued leave for death of employee’s spouse, domestic partner, parent or child.

Merit Salary Increase : New employees will receive the starting salary, which is the first step of the salary range. After employees serve 52 weeks (2080 hours) on each step of the range, they are eligible for a merit increase to the next step.

Educational Reimbursement Program: Eligible employees may be reimbursed for career-related course work up to a maximum of $850 per fiscal year. Eligible employees enrolled in an approved four (4) year College or University academic program may be reimbursed up to $800 per semester for a maximum of $1600 per fiscal year.

Parking Supplemental Downtown Stockton: The County contributes up to $20 per pay period for employees who pay for parking and are assigned to work in the Downtown Core Area.

School Activities : Employees may take up to 40 hours per year, but not more than eight (8) hours per month, to participate in their children’s school activities.

Selection Plan

Civil Service Rule 10 – Section 3 – Eligibility for Promotional Examinations

To compete in a promotional examination, an employee must:

A. Meet the minimum qualifications of the class on or before the final filing date for filing applications.

B. Meet one of the following qualifying service requirements:

1. Have permanent status in the Classified Service.

2. Probationary, part-time, or temporary employees who have worked a minimum of 1040 hours in the previous 12 months or previous calendar year.

3. Exempt employees who have worked a minimum of 2,080 continuous and consecutive hours.

C. Have a rating of satisfactory or better on the last performance evaluation.

D. If a person whose name is on a promotional list is separated (except for layoff) the name shall be removed from the promotional list of the action.

Employeeswho meet the minimum qualifications will go through one of the following examination process:

• Written Exam: The civil service written exam is a multiple choice format. If the written exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list.
  
• Oral Exam: The oral exam is a structured interview process that will assess the candidate’s education, training, and experience and may include a practical exercise. The oral exam selection process is not a hiring interview. A panel of up to four people will determine the candidate’s score and rank for placement on the eligible list. Top candidates from the eligible list are referred for hiring interviews. If the oral exam is administered alone, it will 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list.
  
• Written & Oral Exam: If both a written exam and an oral exam is administered, the written exam is weighted at 60% and the oral exam is weighted at 40% unless otherwise indicated on the announcement. Candidates must achieve a minimum rating of 70% on each examination in order to place...
  
• Rate-out: A rate-out is an examination that involves a paper rating of the candidate’s application using the following criteria: education, training, and experience. Candidates will not be scheduled for the rate-out process.

OnlineWritten Exams: Written exams may be administered in-person, online. Candidates will be notified of the examination date and will be responsible to complete the written exam per notice instructions. Candidates are required to read the Online Exam Guide for Test Takers prior to taking an online written exam.

The link to the guide is here: Online Exam Guide For Test Takers

Note: The rating of 70 referred to may be the same or other than an arithmetic 70% of the total possible points.

Testing Accommodation: Candidates who require testing accommodation under the Americans with Disabilities Act (ADA) must call Human Resources Division at [phone] prior to the examination date.

Eligible Lists: Candidates who pass the examination will be placed on an eligible list for that classification. Eligible lists are effective for nine months, but may be extended by the Human Resources Director for a longer period which shall not exceed a total of three years for the date esblished.

Certification/Referral: Names from the eligible list will be referred to the hiring department by the following methods.

• Rule of Five: The top five names will be referred for hiring interviews. This applies only to department or countywide promotional examination.

Physical Exam: Some classifications require physical examinations. Final appointment cannot be made until the eligible has passed the physical examination. The County pays for physical examinations administered in its medical facilities.

Employment of Relatives: Applicants who are relatives of employees in a department within the 3rd degree of relationship, (parent, child, grand parent, grand child or sibling) either by blood or marriage, may not be appointed, promoted, transferred into or within the department when;

They are related to the Appointing Authority or

The employment would result in one of them supervising the work of the other.

Department Head may establish additional limitations on the hiring of relatives by departmental rule.