Job Information
City and County of San Francisco Executive Secretary 3, Juvenile Probation Department (1454) in San Francisco, California
This is a PERMANENT EXEMPT position, Charter Category 10.104.8, Confidential Secretary
San Francisco is a vibrant and dynamic city, on the forefront of economic growth & innovation, urban development, arts & entertainment, as well as social issues & change. This rich tapestry of culture and ideas is sustained by our City's commitment to heighten the quality of life for the diverse population of San Franciscans and residents of the greater Bay Area. Our employees play an important role not only in making our City what it is today, but also in shaping the future of San Francisco.
Applications Open: September 18, 2024
Applications Close: no earlier than October 3, 2024 at 11:59pm
Salary range for 1454 position: $102,180 to $124,176 (https://careers.sf.gov/classifications/?classCode=1454&setId=COMMN)
Recruitment ID: PEX-1454-150248
Are you passionate about Juvenile Justice, Public Safety, and the Community we serve? Are you a dedicated professional who wants to maximize their impact in the lives of some of San Francisco’s most marginalized youth? If so, we encourage you to take advantage of this unique opportunity to join a team that is devoted to re-imagining Juvenile Justice, committed to racial equity, and focused on ensuring long-term public safety through the development, enrichment, and accountability of young people we serve throughout San Francisco. Click here to read more about the San Francisco Juvenile Probation Department (JPD) (http://sfgov.org/juvprobation/) .
The San Francisco Juvenile Probation Department’s mission is to serve the needs of youth and families who are brought to our attention with care and compassion. We engage fiscally sound and culturally competent strategies that promote the best interests of the youth, and provide victims with opportunities for restoration.
Our equity-centered goals are to:
Reimagine how the City addresses juvenile crime, from referral through reentry, in collaboration with the community and our system partners, emphasizing research and evidence-based practices, and sustainably addressing pervasive racial disparities throughout the system.
Advance a Whole Family Engagement strategy that places racial equity at its center to ensure that all youth have equal access to successful outcomes, and that advances youth-and family-centered case plans and goal development, with the supports and resources necessary to help justice-involved youth thrive.
Bolster equitable leadership development opportunities for BIPOC staff; implement change that meaningfully improves the workplace experience of BIPOC staff; enact our organizational belief of redemption and helping people to succeed.
Under general direction, The Executive Secretary III serves as a personal and confidential secretary to the Chief Probation Officer and the Assistant Chief Probation Officer for the Juvenile Probation Department. This position performs a wide varity of difficult and sensitive secretarial and administrative work involving a high degree of responsibility for public contact with government officials, citizens and other employees and performs related duties as required. A 1454 Executive Secretary III may assign, supervise, and review the work of secretarial and clerical personnel.
Examples of Important and Essential Job Duties:
May take and transcribe dictation of a highly confidential and/or critical nature.
Types, edits and composes a variety of letters, memoranda and reports using computer software/system; prepares agenda; transcribes minutes.
Develops, maintains, and manages various office/record systems.
Prepares summaries of reports, memoranda, and documents for executive staff review.
Interprets administrative decisions and policies to staff, agencies and the public.
Track and develop responses to agency public record requests
Examines, verifies, and organizes a variety of records and reports including budget documents
Maintains appointment calendars for the Chief Probation Officer and Assistant Chief Probation Officer; makes business travel arrangements.
Manage public meetings, including those in hybrid or virtual format
May assign and supervise work of subordinate clerical staff.
Performs related duties and responsibilities as assigned.
Minimum Qualifications:
Three (3) 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
Five (5) 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/record 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.
LICENSE AND CERTIFICATION
Certification: Completion from a recognized secretarial training program of two hundred forty (240) hours OR the equivalent of fifteen (15) semester units in graded secretarial college units
Desirable Qualifications:
The ideal Executive Secretary candidate will have:
Knowledge of current office practices, procedures, equipment, and applications including but not limited to virtual meeting platforms like Zoom and WebEx, as well as Microsoft programs such as PowerPoint, Word, Excel, Outlook, and Teams
Excellent written and oral communication skills
Experience supporting management in an office in the Public Sector
Ability to assume responsibility and use judgement in representing, reflecting and carrying out program goals and mission of executive/managers in situations requiring tact, diplomacy, and poise
Additional Information Regarding Employment with the City and County of San Francisco:
Information About the Hiring Process (https://sfdhr.org/information-about-hiring-process)
Conviction History
Employee Benefits Overview (https://sfdhr.org/benefits-overview)
Equal Employment Opportunity
Disaster Service Worker (https://sfdhr.org/disaster-service-workers)
ADA Accommodation
Veterans Preference (http://sfdhr.org/information-about-hiring-process#veteranspreference)
Seniority Credit in Promotional Exams
Right to Work (https://sfdhr.org/information-about-hiring-process#identification)
Copies of Application Documents
Diversity Statement (https://sfdhr.org/information-about-hiring-process#diversitystatement)
How to Apply:
Applications for City and County of San Francisco jobs are only accepted through an online process. Visit https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ and begin the application process.
- Select the “I’m Interested” button and follow the instructions on the screen
Applicants will receive a confirmation email that their online application has been received in response to every announcement for which they file. Applicants should retain this confirmation email for their records. Failure to receive this email means that the online application was not submitted or received.
All your information will be kept confidential according to EEO guidelines.
For questions, please contact Principal HR Analyst Joanna Luong at Joanna.Luong@sfgov.org or at 415-753-7523.
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.