Overview
Administrative Secretary Jobs in Stockton, CA at San Joaquin County
The duties that the incumbent of the vacancy will be expected to perform. Duties Description The Administrative Support Specialist 1 within the Division of State Emergency Medical Services, Central Administration Branch, provides comprehensive administrative support across multiple areas, including human resource coordination, fleet management, executive correspondence, and general administrative functions. This role involves managing staffing processes, overseeing fleet maintenance and scheduling, handling sensitive correspondence for senior leadership, and ensuring effective communication within the division. Additionally, the incumbent is responsible for supervising support staff, maintaining accurate records, facilitating meetings and events, and ensuring compliance with state and federal regulations. Duties include: Division Human Resource Coordinator (25%): Initiating and preparing requests to fill vacancies; reviewing requests to fill vacancies to determine if they are in accordance with approved staffing plans and preparing justifications to fill vacancies; arranging and assisting in conducting interviews and obtaining and reviewing credentials, references, and other documentation to support transactions and decisions about hiring and promotion; preparing job descriptions and justifications to support classification requests; maintaining employee training records; arranging for special training in response to management, program, and staff needs; administering the performance evaluation program for staff.Division Fleet Coordinator (25%): Acting as a liaison with the Operations Management Group – Fleet Services Unit; ensuring compliance with state and federal regulations governing the use and operation of state vehicles; ensuring that all VULs are collected, reviewed, and approved as to completeness and accuracy by a designated vehicle supervisor monthly; overseeing the maintenance and repair of division vehicles; managing the vehicle inventory and ensuring appropriate use of state vehicles; coordinating the scheduling and use of pool vehicles.Executive Correspondence Coordinator (25%): Managing incoming and outgoing correspondence for the bureau director and deputy director; ensuring timely and appropriate responses to correspondence; coordinating the preparation of reports, presentations, and other materials for the bureau director and deputy director; coordinating with the CPSO executive correspondence coordinator to track all assigned ECUs and approvals through intertrack or other tracking systems.Administration and Staff Services (25%): Administers communications by preparing and keeping track of correspondence and answering questions from staff, the public, and elected and appointed officials; preparing reports about program activities; acting as the records access officer by reviewing requests for information, locating material requested and determining if it is available to the public in accordance with the law, and forwarding the material to the requestor; develops and implements record-keeping systems and controls; maintains scheduling and event calendars for Director and Deputy Director. Schedules and confirms appointments for clients, customers, or supervisors; coordinates conferences, meetings, or special events; makes travel arrangements and creates and/or submits travel expense reports for Director and Deputy Director; supervises support staff by performing the full range of supervisory activities; performs other duties as assigned by supervisory personnel.
The minimum qualifications required for this vacancy. Minimum Qualifications Permanent Transfer Candidates: Current NYS Department of Health employee with one year of permanent or contingent-permanent, competitive, service as an Administrative Specialist 1, SG18 OR current NYS employee with one year of permanent or contingent-permanent, competitive, service in a position SG16 or higher and eligible to transfer under Section 52.6 or Section 70.1 of the NYS Civil Service Law.Non-Competitive Candidates via NY HELPS: Administrative Specialist Trainee 1, SG14: A bachelor’s or higher degree.Administrative Specialist Trainee2, SG16: A bachelor’s degree and one year* of professional experience providing administrative and staff support to executives, program managers and staff, boards, or commissions by overseeing budget, human resources, and business services activities for an organization or program.*Substitution: A Juris Doctor, master’s or higher degree in a related field can substitute for one year of specialized experience.Administrative Specialist 1, SG18: A bachelor’s degree and two years* of professional experience providing administrative and staff support to executives, program managers and staff, boards, or commissions by overseeing budget, human resources, and business services activities for an organization or program.*Substitution: A Juris Doctor, master’s or higher degree in a related field can substitute for one year of specialized experience.Preferred Qualifications: Experience: Minimum of 2-3 years of administrative or office management experience, preferably within a government or public service organization; experience coordinating projects, schedules, and staff activities across various departments; demonstrated experience in managing confidential and sensitive information, ensuring compliance with applicable laws and policies; experience with correspondence management and executive-level support, including report preparation and presentation coordination; experience in fleet management and vehicle inventory oversight is preferred. Knowledge / Skills / Abilities: Strong knowledge of human resource practices and policies, especially within government or public sector frameworks; understanding of fleet management policies and procedures, ensuring compliance with state and federal regulations; excellent interpersonal, written, and verbal communication skills to liaise with various stakeholders, including staff, public officials, and external agencies; high-level organizational skills to prioritize tasks, manage schedules, and coordinate events or projects; analytical and problem-solving skills for handling sensitive information and making sound decisions under pressure.
Additional comments regarding the vacancy. Additional Comments Health Emergency Management Statement: All Division of State Emergency Medical Services staff are expected to participate in emergency management activities as part of their roles. While not all positions require regular deployment to disaster sites, all employees may be subject to 24/7 recall for emergency operations. This may involve irregular work hours, duties outside of the official position description, and assignments at locations other than the designated duty station. Travel in support of emergency operations may be extensive (lasting from days to weeks), with little advance notice, and may involve relocation to sites with physically demanding and challenging operational conditions.This position is part of the NYS HELPS program. No examination is required. This position may require travel throughout New York State including overnights to areas not served by public transportation.We offer a work-life balance and a generous benefits package, worth 65% of salary, including: • Holiday & Paid Time Off• Public Service Loan Forgiveness (PSLF)• Pension from New York State Employees’ Retirement System • Shift & Geographic pay differentials • Affordable Health Care options• Family dental and vision benefits at no additional cost • NYS Deferred Compensation plan• Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds• And many more…For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts. The NYS Department of Health is committed to making New York a safer, healthier, and more equitable place to live. Understanding health equity, social determinants of health and health disparities is critical to accomplish our goal of eliminating health disparities. For more information on the NYS Department of Health’s Mission, Vision, Values and Strategic Plan, please visit: https://health.ny.gov/commissioner/index.htm
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Title: Administrative Secretary
Company: San Joaquin County
Location: Stockton, CA
