Executive Manager

Under the direction of the Chief of Staff, a Career Executive Assignment (C.E.A.) Level A, in the Office of the Director, the Executive Manager, a Staff Services Manager (SSM) I assists the Chief of Staff in managing the daily activities in the Office of the Director to achieve program objectives. The Executive Manager directly supervises two staff who support the Director, the Chief Deputy Director and one staff who assists in the Offices' day-to-day operations and administrative functions. The SSM I performs the most complex administrative work with latitude for independent action, and is directly responsible for program planning, direction and managing the Director's Office administrative functions.
KNOWLEDGE, ABILITIES, AND ANALYTICAL REQUIREMENTS
Willingness to implement new and innovative approaches needed to improve effectiveness and efficiency of work products is critical. Must be willing to adjusts thinking and behavior to adapt to changes in the job and work environment and committed to encouraging direct reports and others on the team to value change.
Must have the ability to work in a team environment, promote principles of Equal Employment Opportunity, be open to new and different ideas and opinions, and have the capacity for creative thinking and problem solving. Effective oral and written communication skills is critical.
Practical knowledge of leadership principles is key. Ability to supervise, plan, direct, monitor and evaluate direct reports. Ability to develop direct reports and other office staff in their ability to apply laws, rules, policies and procedures to achieve departmental objectives.
Knowledge of the organization, policies and procedures of Caltrans. Knowledge of State and federal laws that govern Caltrans, principles, practices, and trends of public and business administration. Ability to quickly analyze complex problems and propose solutions, including a plan to achieve those solutions. Ability to collect, develop, categorize, maintain, and summarize information to present clear and concise correspondence, reports, and technical documents. Ability to multi-task, manage simultaneous projects with short deadlines and deliver quality products.
Eligibility for hire may be determined by your score on the Staff Services Manager I Exam. For those who do not have current eligibility (e.g., transfer, permissive reinstatement, or voluntary demotions) and/or who will be new to state civil services employment, you must be on the state examination list to be eligible for these positions. The Staff Services Manager I Exam is located here: CalCareers
This position may be eligible for telework. The amount of telework is at the discretion of the Department and based on Caltrans's evolving telework policy. Caltrans supports telework, recognizing that in-person attendance may be required based on operational needs. Employees are expected to be able to report to their worksites with minimum notification if an urgent need arises. The selected candidate will be required to commute to the headquartered location as needed to meet operational needs. Business travel may be required, and reimbursement considers an employee's designated headquartered location, primary residence, and may be subject to CalHR regulations or applicable bargaining unit contract provisions. All commute expenses to the headquartered location will be the responsibility of the selected candidate.
The Human Resources Contact is available to answer questions regarding the application process. The Hiring Unit Contact is available to answer questions regarding the position.
PARF# 85-4-027 / JC-417760
You will find additional information about the job in the Duty Statement .
Working Conditions
Position located in Sacramento, Sacramento County.
The work environment is fast-paced, busy and requires considerable flexibility in managing time, priorities and assignments. You will be required to work hours necessary to interact with others in order to complete your tasks. At times it can be demanding and/or stressful and may require travel to district offices or other meeting facilities. The Executive Manager may telework pursuant to a telework agreement with the Chief of Staff. Otherwise, the Executive Manager will work in a climate-controlled office under artificial light and will use a telephone, computer keyboard, mouse and monitor to complete tasks. The Executive Manager will be assigned to a cubicle space in an office location that may have limited viewing access to outdoors.
New to State candidates will be hired into the minimum salary of the classification or minimum of alternate range when applicable.
Minimum Requirements You will find the Minimum Requirements in the Class Specification.

• STAFF SERVICES MANAGER I

Additional Documents

• Job Application Package Checklist
• Duty Statement

Position Details Job Code #:
JC-417760
Position #(s):
900-085-4800-001
Working Title:
Executive Manager
Classification:
STAFF SERVICES MANAGER I $6,760.00 - $8,398.00
# of Positions:
Multiple
Work Location:
Sacramento County
Telework:
Hybrid
Job Type:
Permanent, Full Time
Department Information
Caltrans Mission: Provide a safe and reliable transportation network that serves all people and respects the environment
Caltrans Vision: A brighter future for all through a world-class transportation network
The Caltrans workforce is made up of diverse and unique individuals who contribute to our organizational success. Caltrans is about celebrating diversity, valuing one another, and recognizing that Caltrans is strong not in spite of the diverse attributes of our workforce, but because of our diversity.
Department Website: www.dot.ca.gov
Frequently Asked Questions for an Applicant: http://dot.ca.gov/jobs/docs/faq-ct-applicants-081617.pdf
Director's EEO Policy : https://dot.ca.gov/programs/equal-employment-opportunity
Director's EEO Policy Statement: https://dot.ca.gov/programs/equal-employment-opportunity
Special Requirements

• Possession of a valid driver's license is required when operating a State owned or leased vehicle.

• Statement of Qualifications (SOQ) is required.Failure to submit a Statement of Qualifications will disqualify candidates from the hiring process.

Statement of Qualifications (SOQ) is a discussion of how an applicant's education, training, experience, and skills meet the criteria in the duty statement and qualify the applicant for the position. Please include a 1-2 pages, 12-point font SOQ. Resumes and cover letters will not take the place of the SOQ. Failure to include and complete the SOQ may result in disqualification for interview.
Address the following in the SOQ:
1. Managing Change - Describe your experience in demonstrating support for organizational changes needed to improve effectiveness, supporting, initiating, sponsoring, and implementing change.
2. Managing Performance - Describe your experience improving the efficiency and effectiveness of the workplace, employee performance, and tracking progress against departmental and unit goals?
a. The importance of motivating a team to ensure success, as well as holding staff accountable to meet deadlines.
b. Specific examples of dealing with an employee that was difficult to manage.
c. Managing a workflow process.
3. Problem-solving and Decision-Making - Describe your experience identifying problems and using logical analysis to find information, understand causes, and evaluate and select or recommend best possible courses of action?
4. Interpersonal Effectiveness - Describe your communication style and your experience effectively and appropriately interacting and communicating with others to build positive, constructive, professional relationships.
Possession of Minimum Qualifications will be verified prior to interview and/or appointment. If you are basing your eligibility on education, you must include your unofficial transcript(s)/diploma for verification. Unofficial, original, or official sealed transcripts will be accepted and may be required upon appointment. Applicants with foreign transcripts/degrees must provide a transcript/degree U.S. equivalency report evaluation that indicates the number of units and degree to which the foreign coursework is equivalent. Here is a list of evaluation agencies: https://www.naces.org/members . Please redact birthdates and social security numbers.
Application Instructions
Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.
Final Filing Date: 3/16/2024
Who May Apply
Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list eligibility, are in the process of obtaining list eligibility, or have SROA and/or Surplus eligibility (please attach your letter, if available). SROA and Surplus candidates are given priority; therefore, individuals with other eligibility may be considered in the event no SROA or Surplus candidates apply. Individuals who are eligible for a Training and Development assignment may also be considered for this position(s).
Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process. Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).
How To Apply
Complete Application Packages (including your Examination/Employment Application (STD 678) and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareer Account at www.CalCareers.ca.gov. When submitting your application in hard copy, a completed copy of the Application Package listing must be included. If you choose to not apply electronically, a hard copy application package may be submitted through an alternative method listed below:
Address for Mailing Application Packages
You may submit your application and any applicable or required documents to:
Department of Transportation
Attn: Caltrans DHR Contact
Certification Services MS-90
P O Box 168036
Sacramento , CA 95816-8036
Address for Drop-Off Application Packages
You may drop off your application and any applicable or required documents at:
Department of Transportation
Caltrans DHR Contact
Classification and Hiring Unit - ECOS
1727 30th Street, MS 90
Sacramento , CA 95816
Closed on weekends and State holidays.
08:00 AM - 05:00 PM
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 www.CalCareers.ca.gov. 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 optional. It may be included, but is not required.
• Statement of Qualifications -
  Statement of Qualifications (SOQ) is required. Please see the Special Requirements section for SOQ instructions.

Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting.
Benefits
Click HERE to view the Benefits Summary for Civil Service Employees in the State of California.
Contact Information
The Human Resources Contact is available to answer questions regarding the application process. The Hiring Unit Contact is available to answer questions regarding the position.
Human Resources Contact:
Gerald Montgomery
(916) 227-2645
Gerald.Montgomery@dot.ca.gov
Hiring Unit Contact:
Velessata Kelley
(916) 701-6869
velessata.kelley@dot.ca.gov
Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office.
EEO Contact:
Caltrans EEO Office
(844) 368-3367
Ask.eeo@dot.ca.gov
California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.
Important Application Instructions
The State application (STD. 678) is required, and each section must be filled out completely and thoroughly. For mailed or hand delivered applications to be considered for this position, the Job Control number (JC-417760), PARF# 85-4-027 and title of the position (Staff Services Manager I) must be included on the STD. 678 form.
Electronic applications through your CalCareers account are highly recommended and encouraged.
Candidates that meet the minimum qualifications based on possession of EDUCATION, LICENSE, OR CERTIFICATE must include a copy of your DEGREE/TRANSCRIPTS, LICENSE, or CERTIFICATE, along with your State application (STD. 678), to be considered for this position.
NOTE: Do not submit the "Equal Employment Opportunity" questionnaire (page 5) with your completed State application (STD. 678). This page is for examination use only. Do not include any confidential information on any documents you submit for this job vacancy, such as your state application, resume, or educational transcripts. Confidential information that should be excluded or removed from these documents includes, but is not limited to, your Social Security Number, birth date, driver's license number, examination results, LEAP status, marit...