1452 - Executive Secretary 2

Company Description
Company Description
Application Opening: December 8, 2023
Application Deadline: File Immediately. This announcement may close at any time after 5:00 pm on December 22, 2023
Compensation Range: $90,610 - $110,162 Annually
This is a Permanent Exempt appointment not to exceed three (3) years. However, appointees would have an opportunity to reapply for an additional term. This position is exempt from Civil Service Commission rules pursuant to the City and County of San Francisco, Charter Section 10.104, and incumbents are considered "at will" and serve at the discretion of the Appointing Officer. This is a full time, 40 hours per week appointment.
About the department: The San Francisco Department of Emergency Management (DEM) manages disaster preparation, mitigation, and response; 9-1-1 dispatch, and homeland security grant distribution for the City and County of San Francisco. DEM was created in 2006 by local legislation that reorganized the Emergency Communications Department and the Office of Emergency Services into a single agency. For more information on the Department of Emergency Management, please visit: www.sf.gov/sfdem
Job Description
Executive Secretary position takes a lead role in managing a busy meeting schedule while providing executive support to the Director and Chief of Staff. The position requires the exercise of independent judgment on complicated and difficult administrative matters involving sensitive and confidential information; willingness to perform duties related to emergency activations; willingness to flex work schedule to meet departmental needs and performs related duties as required. Onsite work is required for this position. Telecommuting is at the sole discretion of the Executive Director and must be in compliance with the City Telecommute Policy.
Responsibilities Include:

• Manages calls, meeting schedule, and complex and often-changing appointment calendars;
• Screens and organizes email correspondence;
• Acts as liaison between department staff and other city agencies/departments;
• Performs a variety of administrative tasks while providing organization and confidential support to the Director;
• Alleviates supervisor of routine administrative matters;
• Communicates and follows-up on tasks assigned from managers and executive personnel;
• Communicates by phone with other city departments and officials on behalf of the Director which may require answering a variety of questions with considerable tact and judgment;
• Monitors and takes notes of press conferences and board meetings to assist management in understanding the topics of the moment.

The ideal candidate will have excellent organizational and interpersonal skills; experience providing support to executive or other high level managers; proven ability to understand organizational priorities and assist the Director according to such priorities; exercise discretion and the highest level of ethics in connection with confidential information; and excellent time management skills, with the proficiency to continuously manage multiple tasks and competing demands.
Qualifications
Minimum Qualifications:

• Two (2) years of verifiable executive secretarial experience providing personal and confidential administrative support for a manager by arranging appointments and assisting in the preparation of meetings, responding to public inquiries, reviewing incoming documents, composing confidential correspondence, conducting research and preparing statistical reports. Job duties must be comparable to 1450 Executive Secretary I; OR
• Four (4) years of verifiable secretarial experience encompassing editing and independently composing letters and other correspondence utilizing computer software/systems; researching, compiling and organizing data for various reports; and maintaining office/records systems. Job duties must be comparable to 1446 Secretary II; AND
• Ability to type 55 words per minute (WPM)*.
• Substitution: A recognized secretarial training program of two hundred forty (240) hours OR the equivalent of fifteen (15) semester units in graded secretarial college units, may substitute for up to six (6) months of the required experience. Proof of satisfactory completion must be submitted at time of filing application. *The Words Per Minute minimum qualification listed above will be assessed during the probationary period.

Additional Information
The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.