Executive Secretary I

Patton State Hospital, Human Resources Department, is accepting applications for at least one (1) Permanent, Full Time Executive Secretary I position. The position exists in the Clinical Administrator's Office under the direction of the Clinical Administrator. This position is subject to confidential designation status approval. A Training and Development Assignment may be considered.
Candidates must possess a high degree of professionalism, initiative, and independence with performing tasks. The applicant must perform advanced journeyperson duties consisting of complex and difficult secretarial work under the direction of the Clinical Administrator who represents a major subdivision of a large State agency who has complex program and policy determination responsibility. The Executive Secretary takes action and relieves the administrator of a variety of substantial administrative and office detail exercising a high degree of initiative and independence.
Other duties include, but are not limited to: Communicate effectively with all hospital and executive staff as well as external agencies; Effectively work on the computer to type/proofread various reports, including efficient use of Word, Excel, and Adobe as well as applying good typing skills; Effectively use common electronic devices such as fax, copy machines, printers and multiline telephones to relay information; ability to exercise tact, good judgement and confidentiality when dealing with staff and management; Ability to multitask and prioritize responsibilities; Document handling including but not limited to preparation and review of documentation, filing and records management, maintenance of confidential and administrative files, correspondence composition and completion, statistical and other record keeping functions; Order supplies; Schedules and coordinates meetings; Takes minutes at meetings; and maintains manuals including filing, and distributing policy updates.
The successful candidate must be able to work independently with minimal supervision and with a high degree of accuracy.
All applicants may be pre-screened for breadth and depth of experience. Only the most qualified applicants may be interviewed based on screening criteria. For this reason, it is especially important that applicants take special care in thoroughly and accurately completing the application.
Unless there is a specific request to be notified via USPS mail, our main contact will be via email. Email correspondence regarding this job posting will primarily come from PattonHREmploymentUnit@dsh.ca.gov . It is the applicant's responsibility to check their email inbox, including junk/spam emails for any correspondence regarding their application status. In addition, applicants are encouraged to keep their CalCareers profile updated with a current telephone number, mailing address, and email.
You will find additional information about the job in the Duty Statement .
Working Conditions
Patton is a forensic psychiatric hospital and was established in 1890 and opened in 1893. DSH-Patton provides treatment to forensically and civilly committed patients within a secure treatment area. The hospital does not accept voluntary admissions.
Minimum Requirements You will find the Minimum Requirements in the Class Specification.

• EXECUTIVE SECRETARY I

Additional Documents

• Job Application Package Checklist
• Duty Statement

Position Details Job Code #:
JC-406661
Position #(s):
502-500-1247-XXX
Working Title:
Executive Secretary I
Classification:
EXECUTIVE SECRETARY I $3,786.00 - $4,743.00 A
$3,901.00 - $4,885.00 L
# of Positions:
1
Work Location:
San Bernardino County
Telework:
In Office
Job Type:
Permanent, Full Time
Facility:
Department of State Hospitals - Patton
Department Information
DSH - Patton
3102 E. Highland Avenue
Patton, CA 92369
http://www.dsh.ca.gov
Department Website: https://www.dsh.ca.gov
Special Requirements

• The position(s) require(s) a Background Investigation be cleared prior to being hired.
• The position(s) require(s) Medical Clearance prior to being hired.

For experience/education to qualify during the application screening process, and to ensure that minimum qualifications can be determined, applicants should include all employment history on the Examination/ Employment Application (STD. 678) including detailed job descriptions, hours worked per week , and start/end dates (MM/DD/YYY). Application packages without this information will experience delayed processing times and your eligibility for this position may be impacted.
A completed STD. 678 and any other relevant documents (e.g., unofficial transcript, copy of degree, resume, etc.) should be submitted electronically via your CalCareers account. Please reference Job Control # 406661 and indicate the basis of your eligibility in the Examination(s) or Job Title(s) section. SROA and surplus candidates should submit a copy of their letter with their application. Please remove any confidential information (i.e., social security number, date of birth) from your documents prior to submission.
Complete Application Packages (including your STD. 678 and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareers account at www.CalCareers.ca.gov . Submitting an electronic application through your CalCareers account is strongly recommended since electronic applications will be received/processed faster than other methods of filing. Please submit only one application.
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: 12/22/2023
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 State Hospitals
Attn: Human Resources - Employment Unit
3102 East Highland Avenue
Patton , CA 92369
Address for Drop-Off Application Packages
You may drop off your application and any applicable or required documents at:
Department of State Hospitals
Human Resources-Employment Unit
3102 East Highland Avenue
Patton , CA 92369
HR is closed on weekends and holidays
07:00 AM - 04:30 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.

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
Please review the Benefits Summary that may also be found on the California Department of Human Resources (CalHR) website. You will find information on the benefits afforded by membership in the Public Employees' Retirement System (CalPERS), benefits and protections provided to public employees by the State Civil Service Act, and salary ranges and a summary of the Executive Secretary I classification.
Contact Information
The Human Resources Contact is available to answer questions regarding the position or application process.
Department Website: https://www.dsh.ca.gov
Human Resources Contact:
Human Resources
(909) 742-5550
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:
Rachel Guerrero
(909) 742-5243
rachel.guerrero@dsh.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.
Training and Development Information
T&D assignments are temporary assignments of up to 24 months for training purposes. DSH encourages the use of T&D assignments to provide employees the opportunity to obtain any or a combination of the following:

Provide the experience necessary to satisfy the experience component of the minimum qualifications of the T&D classification or gain competencies for the preferred or desirable qualifications of the T&D classification;

Provide employees broader experience and skills that will improve their ability to perform in their current position;

Help prepare employees for future promotions; or

Facilitate an employee's entry into a new occupational field .

An employee must have permanent status in the present classification. An employee currently in a Limited Term position is not eligible for a T&D assignment. The employee may, but is not required to, satisfy the minimum qualifications of the T&D classification; except, the employee shall possess any licensure, certificate, or similar credential that is a component of the minimum qualifications.
Equal Opportunity Employer
The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.
It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.