Executive Secretary II - San Francisco Public Library (1452)

Application Opening: Tuesday, August 06, 2024Application Deadline: This recruitment may close at any time, but not earlier than 5:00pm on Tuesday, August 20, 2024Compensation Range: $94,016 - $114,322 annuallyRecruitment ID: 149716; RTF0149715-01098601Appointment Type:This is a Category 08 Permanent Exempt position with no limits to the appointment duration. This position is excluded by the Charter from the competitive Civil Service examination process, is considered "at will" and shall serve at the discretion of the City Librarian.The San Francisco Public Library (SFPL) is dedicated to free and equal access to information, knowledge, independent learning and the joys of reading for our diverse communities. The library system includes the architecturally significant Main Library, an anchor institution in the citys Civic Center, 27 neighborhood branch libraries that serve all neighborhoods throughout the city, two administrative buildings and four bookmobiles. With a collection of more than 3.7 million items, and circulation exceeding 14 million, SFPL serves 4 million visitors annually. The library embraces its role as the most democratic of institutions, providing safe and welcoming facilities for all. Through a robust array of services and programs, the library places an emphasis on literacy and learning, digital inclusion, social justice, equity and healthy communities. For more information about SFPL, please visit www.sfpl.org.The San Francisco Public Library (SFPL) must build a culture, space, and workplace that is accessible and welcoming to all current and future employees, and to actively build an environment in which all people, regardless of background, identity, or ability, can be equal participants. In this way, our staff at all organizational levels can reflect the communities we serve. A safe, equitable public library is an actively anti-racist public library. Creating an inclusive public library means aligning with the lived realities of people of color. The San Francisco Public Library is committed to advancing racial equity for our workforce and community. SFPL will actively engage in anti-racist practice, programs, and collection development in carrying out the Librarys mission.Under direction of the City Librarian, the Executive Secretary II performs highly specialized administrative secretarial services for the City Librarian and Chief Operating Officer of the San Francisco Public Library. This position requires a high degree of discretion over sensitive matters, entailing strict confidentiality and good judgment.Essential Duties and Responsibilities:+ Manages the calendar for the City Librarian and Chief Operating Officer (COO), assisting in scheduling meetings and attendance at public functions+ Monitors the City Librarians email account and office phone lines+ Responds to inquiries from internal and external stakeholders including library patrons, other City departments, elected officials, Friends of SFPL, and library staff, among others+ Captures the minutes of internal meetings+ Supports fulfillment of public records requests by providing responsive information+ Coordinates travel, conference attendance, public speaking engagements, and associated expense reports+ Supports the City Librarians team and serves as the lead for office management, including monitoring the need for supplies, mail correspondence, etc.+ Administers small budget of grant funding provided by the Friends & Foundation of the San Francisco Public Library+ Orders supplies for the office+ Submits request forms for IT and/or facilities maintenance needs+ Supports and participates in special events, receptions, and library functions+ Special projects, as needed+ Performs other duties as assignedWork Schedule: This is a full-time position with a fixed Monday to Friday (8:30am 5:30pm) work schedule. Occasional evenings and/or weekends may be required to support special events. The primary duties of this position must be performed onsite. Remote work may be allowed intermittently upon advance approval.Minimum Qualifications:1. 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; OR2. 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; AND3. 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 appointment duration.Selection Procedure: The selection process will include evaluation of applications in relation to minimum requirements. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview. Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate the qualifications of candidates. If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the Department will be invited to participate in the oral/performance interview.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 (https://sfdhr.org/equal-employment-opportunity)+ Disaster Service Worker (https://sfdhr.org/disaster-service-workers)+ ADA Accommodation+ Veterans Preference (http://sfdhr.org/information-about-hiring-process#veteranspreference)+ Right to Work+ Copies of Application Documents (https://sfdhr.org/information-about-hiring-process#copies)+ Diversity StatementHow to Apply:Applications for City and County of San Francisco jobs are only accepted through an online process. Visit https://careers.sf.gov/ and begin the application process.+ Select the Apply Now button and follow instructions on the screenApplicants may be contacted by email about this recruitment and, therefore, it is their responsibility to ensure that their registered email address is accurate and kept up-to-date. Also, applicants must ensure that email from CCSF is not blocked on their computer by a spam filter. To prevent blocking, applicants should set up their email to accept CCSF mail from the following addresses (@sfgov.org, @sfdpw.org, @sfport.com, @flysfo.com, @sfwater.org, @sfdph.org, @asianart.org, @sfmta.com, @sfpl.org, @dcyf.org, @first5sf.org, @famsf.org, @ccsf.edu, @smartalerts.info, and @smartrecruiters.com).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.Human Resources Analyst Information: If you have any questions regarding this recruitment or application process, please send your inquires to Christian Molina, Senior Human Resources Analyst at christian.molina@sfpl.org.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.