Executive Secretary (Confidential) - Public Works Department

  • City of Vallejo
  • Vallejo, California
  • Aug 10, 2017
Full Time Clerical and Administrative Support Public Works
  • Salary: $62,746.74 - $76,269.02 Annually

Job Description

The Position
To perform a variety of confidential secretarial and administrative duties for a City department; and to provide information and assistance to the public regarding the department to which assigned; assist the Department Director in administration and organization of the department. This is an advanced-journey level class in the clerical/secretarial support series. This class is distinguished from the Executive Secretary by the performance of confidential secretarial and administrative duties of a highly sensitive nature in support of department heads, division managers of other executive management staff.


The successful candidate will possess the following highly desirable attributes : detail oriented; astute; proactive; responsive; timely; accurate; excellent oral and written communication to internal and external constituents; collaborative approach; solution oriented; trustworthy and ethical.


Receives general supervision from a department director.

May exercise direct supervision over secretarial and clerical staff.
Examples of Duties
Important responsibilities and duties may include, but are not limited to, the following:

Perform responsible, complex and administrative and secretarial support; supervises the ordering and storage of appropriate supplies; monitor budget as assigned; recommend improvements in work flow, procedures and use of equipment and forms.

Interacts with government officials, the City Council, commission members representatives from business and community organizations, the public and all levels of personnel.

Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities; receive and route mail.

Independently compose a wide variety of correspondence, letters, reports, and memoranda many of which are confidential and sensitive in nature.

Type and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft, verbal instruction or transcribing machine recordings; independently compose correspondence related to assigned responsibilities.

Participate in the duties relating to administration of a department; assist in preparing comprehensive reports, preparing minutes of meetings, preparing agendas of commission meetings, compiling annual budget requests, recommending expenditure requests for designated accounts, and monitoring approved budget accounts.

Maintain personnel and payroll records; process paperwork for personnel actions including new hires, terminations and promotions; monitor performance evaluation dates and provide appropriate forms to staff.

Assist in a variety of department operations; perform special projects and assignments as requested.

Manage office support functions; direct the work activities of assigned clerical personnel; prioritize and coordinate work assignments; review work for accuracy.

Maintain calendars of department activities, meetings and various events for the Department Director; coordinate activities with other City departments, the public and outside agencies.

Organize and maintain complex technical filing systems.

Perform general clerical work including filing, scheduling appointments and meetings, and processing payroll.

Serve as secretary to various committees and commissions; may take and transcribe meeting minutes.

Operate a variety of office equipment including a computer; input and retrieve data and text; organize and maintain disc storage and filing.

Perform at the intermediate/expert level in various software programs such as, but not limited to Excel, Word, PowerPoint, Access and Publisher.

May provide technical support in the absence of technical staff.

Coordinate travel arrangements for department staff as needed.

Perform related duties and responsibilities as required.
Minimum Qualifications
Knowledge of:

English usage, spelling, grammar and punctuation.

Modern office procedures, methods and computer equipment.

Business letter writing and basic report preparation.

Principles and procedures of record keeping.

Principles of supervision, training and performance evaluation.

Ability to:

Perform responsible and difficult secretarial work involving the use of independent judgment and personal initiative.

Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.

Interpret and apply administrative and departmental policies and procedures.

Independently prepare correspondences and memoranda.

Supervise, train and evaluate assigned clerical staff.

Transcribe such things as recordings, meeting notes, when required by assigned position, at a speed necessary for successful job performance.

Type at a speed necessary for successful job performance.

Ability to work independently in the absence of supervision and exercise a high level of confidentiality.

Operate and use modern office equipment including a computer and word processor.

Work cooperatively with other departments, City officials and outside agencies.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.
Application and Selection Process

Three years of increasingly responsible secretarial experience. Highly desirable experience includes the ability to multitask, scheduling of various calendars, be highly organized including the ability to create, implement and maintain an automated and manual filing system.


Completion of the twelfth grade or G.E.D. supplemented by specialized secretarial training. College level course work in business administration, computer science, or a related field is desirable.

Step 1: Application Submittal and Supplemental Responses
To be considered for this position, applicants must submit a completed City of Vallejo online application, current cover letter, current resume, and responses to a supplemental questionnaire by August 23, 2017 at 5:15 p.m.

Applications may be obtained and completed on-line at the following link: https://www.governmentjobs.com/careers/vallejo or under "Employment Opportunities". Applicants must respond to the supplemental questions.

If you have problems creating a user account or submitting your online application, please contact governmentjobs.com applicant support directly at 855-524-5627.

  • Applications received without the required cover letter, current resume, and responses to the supplemental questions will be considered incomplete and will not be given further consideration.
  • The City will close this recruitment on August 23 , 2017 at 5:15 p.m., or upon receipt of the first 150 applications, whichever occurs first.
  • The City reserves the right to reopen the application period to obtain a qualified pool of candidates to move forward to the Assessment process which may consist of oral, written, and performance components.

Step 2: Applicant Screening
Application packets containing all required materials will receive an overall screening assessment. Applicants who are found to be the best qualified will move forward in the process.

Pool of Candidates:
The City reserves the right to limit the number of candidates to those determined to be best qualified based upon all requested application materials, including training and experience, cover letter, current resume, and responses to supplemental questions.

Step 3: Assessment : Candidates who meet the minimum qualifications may be contacted for a preliminary phone interview. Candidates who are deemed to be best qualified will be invited to take part in an assessment process which may consist of oral, written and performance exercises. Candidates invited to the assessment process will be notified in writing of the date, time and location of the assessment.

Step 4: Final Selection
The Public Works Department will conduct all final interviews and make the final candidate selection for this position.

The City of Vallejo is committed to providing reasonable accommodation to applicants as required by the Americans with Disabilities Act (ADA) and the Fair Employment and Housing Act (FEHA). Qualified individuals with disabilities who need a reasonable accommodation during the application, assessment or selection process may contact the Human Resources Department to request an accommodation. Please contact Jasmine White at (707) 648-4398 or send an email to: jasmine.white@cityofvallejo.net no later than August 18, 2017 at 5:15 p.m.

The selected candidate will be required to: 1) Successfully complete a job-related pre-placement medical exam. 2) Submit to and successfully pass a pre-employment background check, including fingerprint check and reference check. 3) Provide proof of legal right to work in the United States.

Disaster Service Workers - All City of Vallejo ("City") employees are designated Disaster Service Workers ("DSW") by state law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all DSW-related training as assigned and to return to work as ordered in the event of an emergency.

Equal Opportunity Employer (EOE) - The City of Vallejo is an Equal Opportunity Employer. It is the policy of the City of Vallejo to provide equal employment opportunity for all qualified persons. All applicants will be considered without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender, gender identity, gender expression, marital status, ancestry, medical condition (cancer and genetic characteristics), genetic information, or denial of medical and family care leave, or any other non-job-related factors.

Note: The provisions in this bulletin do not constitute a contract, expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice.

Special Instructions

Please mention you found this employment opportunity on the CareersInGovernment.com job board.