Executive Secretary II - San Francisco Public Library (1452) - 149716 Job at Dat

Executive Secretary II - San Francisco Public Library (1452) - 149716

Application Opening: Tuesday, August 06, 2024
Application Deadline: This recruitment may close at any time, but not earlier than 5:00pm on Tuesday, August 20, 2024
Compensation Range: $94,016 - $114,322 annually
Recruitment ID: 149716; RTF0149715-01098601

Appointment 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.

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 Librarian’s 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.
• 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 Librarian’s 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 assigned.

Work 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.

How to qualify

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; OR

2. 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; AND

3. 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.

What else should I know?

Additional Information Regarding Employment with the City and County of San Francisco:

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 screen.

Applicants 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.

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, 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.

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