Executive Assistant

Executive Assistants provide invaluable support to executives and are masters of making sure daily operations run smoothly.  They handle changing priorities with ease, communicate effectively, and work well under pressure. Do you embody the qualities of an Executive Assistant (EA)? If you have the unrelenting passion to serve, join the California Department of Finance (Finance) as an EA and work as a supportive force to assist the Fiscal Systems and Consulting Unit (FSCU)!

Title: Executive Assistant

Executive Assistant Salary:

$4,594.00-$5751.00

Shall Consider:

Office Technician (Typing)

$3,718.00 - $4,652.00 L

Company: The State of California, Department of Finance

Unit: Fiscal Systems and Consulting Unit 

Application Deadline: 2/23/2024

Job Code #: JC-416853

Position #:  300-940-1728-XXX

Application Link: https://calcareers.ca.gov/CalHrPublic/Jobs/JobPosting.aspx?JobControlId=416853

Responsibilities:

• Coordinate and orchestrate services and provide support to other units, departments, agencies, and/or the public.
• Compose and reply to correspondence or refer correspondence to other staff according to subject matter and priority.
• Answer, screen, and direct telephone calls from legislators, persons in other state departments, representatives from other states, the Governor's Office, and California citizens to appropriate staff.
• Schedule, coordinate, maintain meetings or trainings, and reserve conference rooms utilizing automated scheduling systems, Outlook, Teams/Zoom, and email.
• Prepare meeting or training materials for State Fund Accounting Course, month-end, year-end, and other training classes. 
• Prepare, route, and track a variety of documents including but not limited to Requests for Personnel Action (RPA), Information Services Request forms, Automated Office Change forms, Automated Service Requests, facilities request forms, and employee exit interview forms.
• Correspond and schedule interviews with candidates for existing vacancies.
• Assist with onboarding new employees.
• Provide backup support to Budget Operations Support and other Finance units as needed.

Minimum Qualifications 

Either I

One year of experience in the California state service performing secretarial duties at a level of responsibility not less than those of an Executive Secretary I or two years of secretarial experience in the California state service at a level of responsibility not less than Secretary or Office Technician.

Or II

One year of experience performing technical duties in the California state service in a class comparable in level of responsibility to Management Services Technician.

Or III 

Four years of experience as a Secretary or Administrative Assistant outside of California state service of which at least one year must have been at the level of responsibility of Executive Secretary I or Management Services Technician or at least two years must have been at the level of responsibility of Secretary or Office Technician. (Up to two years of intensified secretarial training in an approved curriculum or college level course work in business, personnel or public administration may be substituted for the general outside experience on a year-for-year basis.)

Required Application Package Documents

• 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. 
• Resume is required and must be included.
• Degree/Diploma
• Statement of Qualifications – The Statement of Qualifications (SOQ) is a narrative discussion that identifies how your education, training, experience, and skills correlate to the identified desirable qualifications for this position.  Please include specific examples and limit your SOQ to two pages in length with a font size no smaller than 11 pt.
• Other- A Typing Certificate is REQUIRED and must be submitted with your Employment Application (STD.678) Applications received without an appropriate typing certificate may be rejected for being incomplete and may not be considered for an interview. 

If you have any questions regarding this position, please contact our recruitment team at: DOFRecruiting@dof.ca.gov