JOB
SBCERA is excited to announce that we are hiring for two (2) Executive Secretary positions.
One position will be assigned to the Member Services Department and the other to the Communications Department.
Under the direction of a member of the senior leadership team, the Executive Secretary provides high-level administrative and secretarial support to executive and/or professional staff. This role requires the exercise of sound judgment, discretion, and independence in interpreting departmental procedures and representing the priorities and perspective of assigned leadership.
Assignments vary across departments and require knowledge of organizational practices, policies, and procedures of varying complexity. The Executive Secretary plays a critical role in ensuring efficient operations, effective communication, and the handling of sensitive and confidential information.
DISTINGUISHING CHARACTERISTICS
The Executive Secretary classification is characterized by the primary and ongoing responsibility for performing a wide range of advanced administrative and secretarial duties in direct support of executive or professional staff.
This classification is distinguished from general clerical roles by:
A high degree of discretion and confidentiality
Independent judgment in prioritizing and managing work
Regular interaction with leadership and key stakeholders
Responsibility for interpreting procedures and representing the supervisor’s perspective
Positions in this class maintain a confidential working relationship with one or more designated executives or professional staff and are entrusted with sensitive information and communications.
SBCERA CORE VALUES IN ACTION
Every employee is expected to model SBCERA’s core values by acting with integrity, embracing accountability, collaborating across teams, and striving for professional excellence in service to our 50,000+ members and beneficiaries.
EXAMPLE OF DUTIES Include, but are not limited to:
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Compose, draft, and edit correspondence, reports, and other written materials based on general direction or instruction
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Prepare, format, and produce a variety of documents, including technical and numerical materials, ensuring accuracy and adherence to organizational standards
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Proofread and review documents for grammar, punctuation, clarity, accuracy, and compliance with SBCERA policies and procedures
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Screen, prioritize, and route incoming calls, emails, and correspondence; respond to inquiries requiring interpretation of policies and procedures
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Review and assess incoming materials, determining appropriate distribution and recommended action
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Research, compile, and prepare confidential and sensitive documents for executive review and decision-making
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Coordinate meetings, conferences, and appointments; prepare agendas and supporting materials
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Attend meetings as required; record, transcribe, and distribute minutes and follow-up actions
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Assist with travel arrangements and prepare expense reports in accordance with organizational policies
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Maintain office systems, including files, records, and inventory of supplies and forms
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Operate standard office equipment and utilize business technologies to support administrative functions
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Serve as a liaison between executives, staff, and external stakeholders as appropriate
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Perform other related duties as assigned.
SUPPLEMENTAL INFORMATION
There will be a competitive evaluation of qualifications based on a review of all application materials submitted. Applicants must clearly describe their experience in the areas designated. Those who demonstrate exceptional qualifications in the competitive evaluation will be invited to continue in the selection process which may include written and/or performance examinations, oral interviews and/or other related evaluation methods.
Prior to employment, the prospective candidate must successfully complete a thorough background review, including being fingerprinted, as well as a medical examination, which will include a drug/alcohol screening. The resulting report of your conviction history, (if any), will be evaluated along with the other information received in connection with your application. Except as otherwise required by law, a criminal conviction will not necessarily disqualify you from the position. The nature, date, surrounding circumstances, and the relevance of the offense to the position applied for may, however, be considered.
This position is "at will" and serves at the pleasure of the Chief Executive Officer.
Hybrid/Telework and Flexible Work Schedule: This position may be eligible for a hybrid working schedule with 3 days in the office and 2 days working remotely. SBCERA offers a flexible 9/80 work schedule where employees work 9 hours each day with the exception of either Monday or Friday where they work 8 hours one week and are off the following week.
