{"id":3237,"date":"2019-06-13T18:38:36","date_gmt":"2019-06-13T18:38:36","guid":{"rendered":"http:\/\/cdcr-migration.10upmanaged.com\/careers\/?p=3237"},"modified":"2023-09-08T16:42:39","modified_gmt":"2023-09-08T23:42:39","slug":"job-analysis-executive-secretary-i","status":"publish","type":"post","link":"https:\/\/www.cdcr.ca.gov\/careers\/2019\/06\/13\/job-analysis-executive-secretary-i\/","title":{"rendered":"JOB ANALYSIS: EXECUTIVE SECRETARY 1"},"content":{"rendered":"\n

BACKGROUND INFORMATION<\/strong><\/h2>\n\n\n\n

Date of Study: <\/strong>December 7, 2004; December 8, 2004; December 10, 2004<\/p>\n\n\n\n

Collective Bargaining\nIdentification: <\/strong>R04<\/p>\n\n\n\n

Job Analysis Conducted By:<\/strong>\nLibby Beall, Associate Personnel Analyst, Office\nof Workforce Planning and Selection<\/p>\n\n\n\n

Number of Incumbents: <\/strong>There are 11 incumbents in this classification per\nDepartment of Corrections Filled\/Vacant Position Report dated October 2004.<\/p>\n\n\n\n

EDITED TASK LISTING<\/strong><\/h2>\n\n\n\n

NOTE:\nEach position within this classification may perform some or all of these\ntasks.<\/em><\/strong><\/p>\n\n\n\n

Task Statements:<\/em><\/strong><\/h3>\n\n\n\n

1.\n Screen incoming correspondence (e.g.,\nmemoranda, letters, reports, issue papers, personnel actions, etc.) to\nprioritize, identify projects to be completed, enter into logging\/automated\ntracking system, determine what actions to be taken, copy correspondence,\ndistribute to appropriate staff, etc., utilizing tickler file,\nlogging\/automated tracking system, personal computer, personal\nknowledge\/expertise, standard office procedures, etc. on a daily basis. <\/p>\n\n\n\n

2.\n Follow up with staff assignments (e.g.,\nDirectorate, Executive Staff, Regional Administrators, Wardens, other external\ncontrol agencies, etc.) to ensure that deadlines are met, projects are\ncompleted, etc. utilizing communication skills, personal computer, secretarial\nhandbook, logging\/automated tracking system, tickler file, personal knowledge\/\nexpertise, standard office procedures etc. on a daily basis. <\/p>\n\n\n\n

3.\n Assemble incoming\/outgoing\ncorrespondence for Deputy Director\/Assistant Director\/Warden review with\nappropriate background material attached for reference, to determine action,\ntype of response, delegate to appropriate staff for response, etc. utilizing\npersonal knowledge\/expertise, personal computer, standard office procedures,\netc. on a daily basis. <\/p>\n\n\n\n

4.\n Compose correspondence (e.g., memoranda,\nletters, e-mail, etc.) for Deputy Director\/Assistant Director\/Warden signature\nin order to communicate information, assist Deputy Director\/Assistant\nDirector\/Warden with routine correspondence, etc., utilizing personal computer,\nstaff expertise, departmental policies and standard office procedures, etc., on\na daily basis. <\/p>\n\n\n\n

5.\n Review outgoing correspondence (e.g.,\nreports, memoranda, letters, issue papers, etc.) prepared by staff for Deputy\nDirector\/Assistant Director\/Warden signature, to ensure consistency by proofreading\nfor format, grammatical construction, errors, and clarity of documents,\nutilizing communication skills, departmental policies and standard office\nprocedures, personal knowledge\/expertise, personal computer, etc., on a daily\nbasis. <\/p>\n\n\n\n

6.\n Attend meetings\/conferences\/seminars to\nassist the facilitator, ensure room is set up appropriately (e.g., video\/audio\nequipment is operational, arrangement of tables and chairs, etc.) greet\nattendees, distribute handouts, take minutes, etc., utilizing communication\nskills, personal knowledge\/expertise, laptop, etc. as directed by the Deputy\nDirector\/Assistant Director\/Warden. <\/p>\n\n\n\n

7.\n Transcribe notes into minutes in order\nto provide attendees and others with a written record of the meeting, which may\ninclude assignments\/projects, due dates, etc. utilizing departmental policies\nand procedures, personal computers, copier, e-mail, fax, communication skills,\netc. as needed. <\/p>\n\n\n\n

8.\n Screen visitors to address inquiries\n(e.g., conference room location, complaints, inmate\/family issues, etc.), in\norder to assist with custom service, refer to appropriate staff\/department,\netc. utilizing communication skills, personal knowledge\/expertise, departmental\npolicies and standard office procedures, etc. on a daily basis. <\/p>\n\n\n\n

9.\n Screen telephone calls to address\ninquiries (e.g., media, Governor\u2019s Office, Legislature, incident reports,\ncomplaints, inmate\/family issues, etc.), in order to assist with custom\nservice, refer to appropriate staff\/department, etc. utilizing communication\nskills, personal knowledge\/expertise, departmental policies and standard office\nprocedures, etc. on a daily basis. <\/p>\n\n\n\n

10.\n Provide information on departmental\nprograms\/procedures\/policies (e.g., secretarial handbook, Penal Code,\nDepartment Operations Manual, California Code of Regulations, Administrative\nBulletins, etc.) to staff\/public in order to ensure compliance with laws,\nrules, regulations, departmental policies and procedures, provide current\ninformation, etc. utilizing communication skills, laws, rules, regulations,\ndepartmental policies and procedures, staff expertise, etc. as needed. <\/p>\n\n\n\n

11.\n Arrange meetings\/conferences\/seminars\nfor Deputy Director\/Assistant Director\/Warden to bring together staff in order\nto share information, review policies related to departmental issues,\nassign\/develop work groups, etc. utilizing personal computer, communications\nskills, standard office procedures, etc. as directed by Deputy\nDirector\/Assistant Director\/Warden. <\/p>\n\n\n\n

12.\n Prepare agenda for\nmeetings\/conferences\/seminars (e.g., Warden\u2019s, budgets, weekly\/monthly staff,\nreorganization, etc.), in order to prepare a list of information outlining\nitems to be discussed, considered, and\/or acted upon, to comply with laws,\nrules, regulations, departmental policies and procedures, etc. utilizing\npersonal computer, communications skills, personal knowledge\/expertise, laws,\nrules, regulations, departmental policies and procedures, etc. as directed by\nDeputy Director\/Assistant Director\/Warden. <\/p>\n\n\n\n

13.\n Relieve the Deputy Director\/Assistant\nDirector\/Warden of routine office details (e.g., public\/staff inquiries,\nroutine requests for information from staff, purchasing office supplies and\nequipment, etc.) in order to maintain office production, allow effective use of\ntime, etc., utilizing personal knowledge\/expertise, standard office procedures,\ncommunication skills, etc., on a daily basis. <\/p>\n\n\n\n

14.\n Maintain administrative files (e.g.,\nmemoranda, letters, reports, issues papers, etc.) in order to ensure materials\nare available for future references, retrieve for future\nassignments\/projects\/meetings, comply with laws, rules, regulations,\ndepartmental policies and procedures, etc., utilizing personal\nknowledge\/expertise, communication skills, laws, rules, regulations,\ndepartmental policies and procedures, etc. as needed. <\/p>\n\n\n\n

15.\n Develop\ndesk procedures in order to maintain office production, assist new employee in\ntraining and office protocol, standardization, etc., utilizing personal\nknowledge\/expertise, communication skills, standard office procedures,\ndepartmental policies and procedures, etc. as needed.<\/strong> <\/p>\n\n\n\n

16.\n Make\ntravel arrangements for Deputy Director\/Assistant Director\/Warden and staff in\norder to assist in their travel needs (e.g., airline reservations, ground\ntransportation, hotel accommodations, etc.), facilitate their attendance at\nmeetings\/conferences\/seminars, etc., utilizing personal knowledge\/expertise,\ncommunication skills, standard office procedures, departmental policies and\nprocedures, etc. as needed.<\/strong> <\/p>\n\n\n\n

17.\n Operate\noffice equipment (e.g., personal computers, faxes, copiers, calculators, etc.)\nin order to disseminate information, complete work assignments, prepare documents\nfor meetings\/conferences\/ seminars,<\/strong> prepare\/process\ntimesheets, prepare\/process travel expense claims, comply with laws, rules,\nregulations, departmental policies and procedures etc., utilizing personal\nknowledge\/expertise, communication skills, laws, rules, regulations,\ndepartmental policies and procedures, etc. on a daily basis.<\/strong> <\/p>\n\n\n\n

18.\n Provide\nsecretarial coverage for the Regional Offices, Director\u2019s Office, or Youth and\nAdult Correctional Agency in order to assist with temporary office support, maintain\noffice production, etc. utilizing a list of qualified staff and coordinating\nwith respective supervisor, communication skills, standard office, procedure,\netc. as needed.<\/strong> <\/p>\n\n\n\n

19.\n Enter\ncorrespondence (e.g., memoranda, letters, reports, issue papers, personnel\nactions, etc.) into logging\/automated tracking system to ensure that deadlines\nare met, staff assignments\/projects are completed, to document receipt of\ncorrespondence, etc. utilizing communication skills, personal computer,\nsecretarial handbook, logging\/automated tracking system, tickler file, personal\nknowledge\/expertise, standard office procedures etc. on a daily basis.<\/strong><\/p>\n\n\n\n

Tasks\nhighlighted in bold text are not currently on the SPB classification\nspecification<\/em><\/p>\n\n\n\n

EDITED KSAPC LISTING<\/strong><\/h2>\n\n\n\n

NOTE: Each position within this classification may perform\nsome or all of these KSAPCs.<\/em><\/strong><\/p>\n\n\n\n

Knowledge of:<\/em><\/strong><\/h3>\n\n\n\n

K1.\n Advanced knowledge of modern office\nmethods (e.g., filing system, desk procedures, tickler file, logging\/automated\ntracking systems, etc.) to maintain and retrieve information, train staff,\nrespond to inquiries from staff\/public, to complete work assignments, etc. <\/p>\n\n\n\n

K2.\n Intermediate knowledge of office\nsupplies (e.g., forms, file folders, writing instruments, first aid kit,\nfurniture, etc.) in order to maintain inventory of office supplies and ensure\nthat the office is efficiently operating. <\/p>\n\n\n\n

K3.\n Advanced knowledge of office equipment\n(e.g., copiers, fax, telephones, personal computers, shredders, etc.) in order\nto operate and maintain the equipment, disseminate information to staff and\nothers, facilitate work assignments, etc. <\/p>\n\n\n\n

K4.\n Advanced knowledge of office procedures\n(e.g., program, department operations, etc.) in order to facilitate work\nassignments, alleviate Deputy Director\/Assistant Director, Regional\nAdministrator\/Warden of routine office duties, disseminate information to staff\nand others, etc. <\/p>\n\n\n\n

K5.\n Advanced knowledge of business\nEnglish\/correspondence in order to proofread, grammatical construction, errors,\nand clarity of documents, effectively communicate with staff and others, etc. <\/p>\n\n\n\n

K6.\n Intermediate\nknowledge of principles of office management (e.g., supplies, equipment, forms,\nspecial events, meetings\/conferences\/ seminars, etc.) in order to ensure\nequipment is maintained and operational, coordinate office moves, organize\noffice functions, etc.<\/strong> <\/p>\n\n\n\n

K7.\n Intermediate\nknowledge of arithmetic computations in order to complete various office forms\nand tasks (e.g., process\/complete timesheets, travel advance, travel expense\nclaims, purchase orders, mileage forms, etc.).<\/strong><\/p>\n\n\n\n

KSAPCs\nhighlighted in bold text are not currently on the SPB classification\nspecification<\/em><\/p>\n\n\n\n

Skill to:<\/em><\/strong><\/h3>\n\n\n\n

S1.\n Skill to type at a speed of 45 words per\nminute in order to effectively complete work assignments, type correspondence,\ntranscribe minutes, disseminate information to staff and others, etc. <\/p>\n\n\n\n

S2.\n Skill to effectively provide written,\noral, functional direction to other support staff in order to ensure completion\nof required work duties, train support staff, communicate information, etc. <\/p>\n\n\n\n

S3.\n Skill to perform difficult clerical work\nin order to identify and process sensitive\/confidential information and\ncomplete work assignments. <\/p>\n\n\n\n

S4.\n Skill to keep difficult records (e.g.,\nadverse action, letter of instructions, individual development plan, etc.) in\norder to maintain confidentiality and track documents. <\/p>\n\n\n\n

S5.\n Skill to independently gather data in\norder to compose correspondence (e.g., memoranda, letters, reports, etc.) and\nassemble for Deputy Director\/ Assistant Director\/Regional Administrator\/Warden\nreview. <\/p>\n\n\n\n

S6.\n Skill to independently carry out\nnonroutine administrative assignments (e.g., attend meetings, compose\ncorrespondence, provide orientation to new staff, etc.) in order to alleviate\nthe Deputy Director\/Assistant Director, Regional Administrator\/Warden of\nnonroutine office details. <\/p>\n\n\n\n

S7.\n Skill to handle with courtesy and tact a\nwide variety of public contacts (e.g. Governor\u2019s Office, Legislature, other\ngovernmental entities, etc.) both on the telephone and in person in order to\nrespond to inquiries, disseminate information, provide assistance, promote a\npositive work environment, and gain the cooperation of others. <\/p>\n\n\n\n

S8.\nSkill to communicate effectively (written and orally) in order to provide\nassistance\/direction to staff and others, exchange information, write\nreports\/memoranda\/letters, etc. <\/p>\n\n\n\n

S9.\n Skill to understand and carry out\ndirections of Deputy Director\/ Assistant Director\/Regional Administrator\/Warden\nwith a minimum of explanation in order to complete work assignments. <\/p>\n\n\n\n

S10.\n Skill to analyze situations accurately\nand take effective action in order to determine the importance and respond to\nsituations appropriately (e.g., complaints, fire drills, emergencies, staff\nissues, etc.). <\/p>\n\n\n\n

S11.\n Skill\nto make accurate arithmetic computations in order to complete various office\nforms and tasks (e.g., process\/complete timesheets, travel advance, travel\nexpense claims, purchase orders, mileage forms, etc.).<\/strong> <\/p>\n\n\n\n

S12.\n Skill\nto establish and develop written instructions and procedures in order to\nmaintain office production, assist staff employee in training and office\nprotocol, standardization, and complete routine office tasks.<\/strong> <\/p>\n\n\n\n

S13.\n Skill\nto transcribe notes in order to summarize the topics of discussions and provide\nattendees and others with a written record of the meeting\/conference\/seminars.<\/strong><\/p>\n\n\n\n

KSAPCs\nhighlighted in bold text are not currently on the SPB classification\nspecification<\/em><\/p>\n\n\n\n

Special Personal Characteristics:<\/em><\/strong><\/h3>\n\n\n\n

SPC1.\n Demonstrate interest in assuming\nincreasing responsibility <\/p>\n\n\n\n

SPC2.\n Mature judgment <\/p>\n\n\n\n

SPC3.\n Loyalty <\/p>\n\n\n\n

SPC4.\n Poise <\/p>\n\n\n\n

SPC5.\n Tact <\/p>\n\n\n\n

SPC6.\n Discretion <\/p>\n\n\n\n

KSAPCs\nhighlighted in bold text are not currently on the SPB classification\nspecification<\/em><\/p>\n\n\n\n

Working Conditions:<\/em><\/strong><\/h3>\n\n\n\n

WC1.\n Willingness\nto work in a State correctional facility.<\/strong> <\/p>\n\n\n\n

WC2.\n Willingness\nto respond to changes in the work environment in a positive, professional\nmanner.<\/strong> <\/p>\n\n\n\n

WC3.\n Willingness\nto promote positive, collaborative, professional working relations among\nco-workers.<\/strong> <\/p>\n\n\n\n

WC4.\n Willingness\nto accept constructive criticism and respond appropriately.<\/strong> <\/p>\n\n\n\n

WC5.\n Willingness\nto interact professionally with people (e.g., members of the public, contract\nstaff, and other agency personnel) from a wide range of cultural backgrounds in\nthe course of completing work tasks and assignments.<\/strong> <\/p>\n\n\n\n

WC6.\n Willingness\nto work in a team environment.<\/strong> <\/p>\n\n\n\n

WC7.\n Willingness\nto comply with departmental safety and security procedures.<\/strong> <\/p>\n\n\n\n

WC8.\n Willingness\nto comply with tuberculosis screening requirements.<\/strong> <\/p>\n\n\n\n

WC9.\n Willingness\nto consistently demonstrate the following characteristics during your\nemployment with CDC: reliability, punctuality, honesty, empathy towards others,\nand maintain a calm and professional demeanor without extreme emotional\nreactions.<\/strong><\/p>\n\n\n\n

KSAPCs\nhighlighted in bold text are not currently on the SPB classification\nspecification<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"

BACKGROUND INFORMATION Date of Study: December 7, 2004; December 8, 2004; December 10, 2004 Collective Bargaining Identification: R04 Job Analysis […]<\/p>\n","protected":false},"author":43,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"hide_featured_image_on_mobile":false,"hide_featured_image_on_post_details":false,"footnotes":""},"categories":[2],"class_list":["post-3237","post","type-post","status-publish","format-standard","hentry","category-job-analysis"],"yoast_head":"\nJOB ANALYSIS: EXECUTIVE SECRETARY 1 - CDCR Careers<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.cdcr.ca.gov\/careers\/2019\/06\/13\/job-analysis-executive-secretary-i\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"JOB ANALYSIS: EXECUTIVE SECRETARY 1 - 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