Job Description

Job Description and Duties

**This is a re-advertisement. Candidates who previously applied do not need to re-apply.**

Are you looking for an exciting and fast-paced career? Join the California Governor's Office of Emergency Services (Cal OES) and be part of an organization that serves as a leader in emergency management and homeland security through dedicated service to all. We are looking for enthusiastic and motivated individuals to join our team. If you are interested in a challenging opportunity in a high-energy, team-oriented environment, you are encouraged to apply. 

Seeking an Executive Administrative Assistant that thinks clearly and performs quickly under high stress circumstances, while remaining calm and professional to support the Director of Cal OES.

About the Job: Under the general direction of the Executive Leadership, the executive Administrative Assistant performs a variety of duties designated to assist in the relief of administrative details with a high degree of responsibility, while maintaining composure and good judgment and confidentiality.

• Assists and advises the Executive Leadership with a broad range of policy formulations and complex administrative actions. Responsible for dealing with problems and activities, department wide, at the Executive level; responsible for making recommendations of major consequence relating to policy or administrative action. Assemble factual data, compose, review, and/or generate issue papers, briefing documents and reports, and correspondence upon which the Executive Leadership can base decisions.
  

• Coordinates assists and independently respond to requests and assignments from Executive staff, managers, as well as local, state, federal, and international government officials. Provide weekly responses on behalf of the Director to the Governor’s Cabinet Office and Appointments Unit on assignments and requests. Consults with and interprets matters of policy to operating branches. Studies and reviews the activities of the department’s programs to determine conformance with administrative policy and develops criteria for evaluating the effectiveness of the department’s programs.

• Prepares, coordinates, and is responsible to ensure the Executive Leadership has all available material for meetings, briefings, and speaking engagements. Schedules and formalizes meetings/conferences for the Executive Leadership. Assigned to assist with conference planning activities with dignitaries, the Governor, the Governor’s Office senior staff, Executive staff, etc.

You will find additional information about the job in the .

Special Requirements

Application Package Requirements: 
To have your application considered for this job opportunity -

• List the Job Code and Position Number for this position in the “EXAMINATION(S) OR JOB TITLE(S) FOR WHICH YOU ARE APPLYING” section on the State Application, STD. 678.
• List your most current employment history first in the “EMPLOYMENT HISTORY” section on the STD. 678.
• Provide the “From” and “To” dates with the month, day and year, the “Hours Per Week” that you worked and the Total Worked (Years/Months). You may include overtime hours.
• You must complete the “DUTIES PERFORMED” on the State Application (do not note “see attached resume” in this section).
• SROA and Surplus are encouraged to apply and must submit a copy of their letter.
• If using education to qualify please submit a copy of your transcripts. If selected, official transcripts will be required.
• Please note consideration shall be given to work experience gained in a part-time or full-time job, regardless of whether the job was a paid or a volunteer position or was within, or outside of, state service. 

NOTE: Incomplete applications received may not be considered. Resumes are welcomed but do not take the place of the completed State Application STD 678.

Please note, applications received via fax or email will NOT be accepted. If you would like confirmation of receipt, please send certified mail. 

**A candidate pool may be established for subsequent vacancies.**
**All hires may be subject to a criminal background check.**
**We encourage applicants to apply electronically.**

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:

• Knowledge of MS Office Suite (Excel, Word, Visio, PowerPoint, Outlook), Adobe Acrobat Professional and various video conferencing platforms.
• Knowledge of business grammar, formatting, and editing skills.
• Organizational Skills, including scheduling meetings and appointments, tracking and managing calendars.
• Communication Skills, including managing email and phone inquiries.
• Customer Service, including time management and attention to details.
• Organization skills related to assignments/tasks.  Including requests from the Director, Executive Team, Governor’s Office, and National or State organizations.  Review, determine proper handling and oversee to completion.
• Demonstrated capacity for assuming increasing responsibility, originality, open-mindedness, and tact. 

Benefits

Cal OES employees are eligible for a number of benefits and working for us is a great opportunity to join a committed team. Benefits include but are not limited to the following:

• Excellent CalPERS state pension plan
• 401(k) and 457(b) Plans
• Flexible Schedules
• Generous paid time off
• Health, dental & vision insurance for the employee or the employee's family
• Investment in careers development
• Free Parking
• Electric Carport

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

Examination Information

To obtain list eligibility please click on the link:

Administrative Assistant II Exam:  CalCareers

Administrative Assistant II LEAP Exam:  CalCareers

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

• Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
• Resume is required and must be included.
• Statement of Qualifications - Please refer to the Statement of Qualifications (SOQ) section at the bottom of this job bulletin for the filing instructions and the SOQ Question(s). Applications submitted without the SOQ may not be considered.

Job Tags

Permanent employment, Full time, Part time, Work experience placement, Relief, Local area, Flexible hours,

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