EXECUTIVE SECRETARY II

California Department of State Hospitals; San Bernardino (CA); On-site; USD 53,000 - 66,000; Full time

Job summary

California Department of State Hospitals – Patton is seeking a Permanent, Full-Time Executive Secretary II to provide on-site support to the Executive Director and Deputy/Assistant as needed.

The role includes handling incoming correspondence, preparing briefs, arranging meetings, taking minutes, managing confidential files, coordinating with staff and external partners, and supporting the executive office with daily activities in a fast-paced hospital environment.

Qualifications

• Typing at least 45 words per minute.
• Proficient with common Office software.
• Strong verbal and written English communication.
• Ability to manage confidential files and meetings.

Responsibilities

• Screen incoming correspondence and route to appropriate staff.
• Arrange meetings, prepare agendas, and take notes/minutes.
• Prepare briefs and correspondence with hospital policy reference.
• Maintain confidential administrative files and data tracking.
• Coordinate with internal/external contacts and staff across departments.
• Support executive team and staff with routine office tasks.

Skills

Typing 45 wpm

Office software

English communication

Job description

Position Details

• Job Code #: JC-529542
• Position #(s): 502-500-1245-XXX
• Working Title: Executive Secretary II
• Classification: EXECUTIVE SECRETARY II
• Salary: $4,733.00 - $5,923.00 A
• New to State candidates will be hired into the minimum salary of the classification or minimum of alternate range when applicable.
• # of Positions: 1
• Work Location: San Bernardino County
• Telework: In Office
• Job Type: Permanent, Full Time
• Facility: Department of State Hospitals - Patton

Job Description And Duties

Patton State Hospital, Human Resources Department, is accepting applications for at least one (1) Permanent, Full-Time Executive Secretary II position. This position is under the direction of the Executive Director, providing on-site support to both Executive Director and Assistant Executive Director as well as other executive members on occasions.

The incumbent screens incoming correspondences, refers to appropriate staff member for reply, and follows up to insure that deadlines are met; arranges correspondence for the Executive Director's reply in order of priority with appropriate background material attached for reference; independently or in accordance with general instructions, composes correspondence on a wide range of subjects requiring a thorough knowledge of the hospital policies and procedures; reviews outgoing correspondence prepared by other staff members for the Executive Director's signature for consistency with the department and hospital policy as well as for format, grammatical construction, and clerical error; gathers and summarizes data; prepares report briefs and correspondences; compose letters or reports independently or from instructions; arranges meetings for the Executive Director and the Assistant Executive Director, prepares agenda, and makes adjustments as necessary in scheduled meeting times; attends meetings and conferences, takes and/or summarizes notes into minutes, and distributes minutes; screens a variety of visitors and telephone calls, and where appropriate, refers to other staff members or personally provides information on established hospital programs and policies; relieves the Executive Director and Assistance Executive Director of routine office details; contacts both internal and external members on behalf of the Executive Director, including but not limited to staff, patients, patients’ families, other DSH hospitals and Headquarters, other federal, state, county, city, and community entities; maintains confidential and administrative files; tracks the Executive Office daily activities; prepares daily sign-in sheets for the executive members; collects and processes timesheets; supports other clerical and analytical staff for the executive team; and performs minor administrative assignments independently.

Proficiency in operating modern office methods, supplies, equipment and procedures, attention to details, organization skills, and working experience in high-level executive and administrative settings are highly desired. The incumbent is expected to collaborate effectively with various team members; possess strong communication skills in both verbal and written English. Business English and correspondence are an essential part of daily tasks. The incumbent should be able to type at a speed of at least 45 words per minute; navigate among common Office software applications; direct the work of other support staff or temporary personnel; handle with courtesy and tact a wide variety of public contacts both on the telephone and in person; understand and carry out directions following a minimum of explanation; analyze situations accurately and take effective action.

All applicants may be pre-screened for breadth and depth of experience. Only the most qualified applicants may be interviewed based on screening criteria. For this reason, it is especially important that applicants take special care in thoroughly and accurately completing the application.

You will find additional information about the job in the Duty Statement.

Department Information

DSH – Patton

3102 E. Highland Avenue

Patton, CA 92369

http://www.dsh.ca.gov

Department Website: https://www.dsh.ca.gov