Job Description and Duties
Under the direction of the Deputy Director of Office of Civil Rights (OCR), a Career Executive Assignment (CEA C), the incumbent serves as the Assistant to the Deputy Director of OCR. The incumbent will lead various administrative tasks and duties, relieving the Deputy Director and/or Assistant Deputy Director (SSM III) of routine administrative detail. This position requires a high level of confidentiality and responsibility, in addition to specialized knowledge of the Department's operations and organizational structure; awareness of current issues; and an ability to establish good working relationships to represent the Deputy Director and the Department in contact with high-level state/federal agencies, the State Legislature, the Governor's Office, and numerous external organizations. This position handles highly sensitive issues, which require the incumbent to exercise a high degree of initiative, tact, and the ability to make recommendations of major consequence relating to the determination of administrative action. The incumbent must maintain a proactive, open, and solution-focused mindset, successfully and independently lead assignments and tasks, effectively communicate with internal and external stakeholders, strive to master specific competency and skill levels, and perform well in a fast paced, multitasking environment. The incumbent must demonstrate a high degree of independence, initiative, and responsibility in performing their job duties.
Eligibility for hire may be determined by your score on the Executive Secretary I exam. For those who do not have current eligibility (e.g., transfer, permissive reinstatement, or voluntary demotions) and/or who will be new to state civil services employment, you must be on the state examination list to be eligible for these positions. To apply for the exam, please click here and search by typing in the classification title.
The Human Resources Contact is available to answer questions regarding the application process. The Hiring Unit Contact is available to answer questions regarding the position.
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You will find additional information about the job in the Duty Statement.
Desirable Qualifications
In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate: The incumbent must have knowledge of departmental organization, activities, goals, policies, and procedures. The incumbent must have the ability to maintain confidentiality regarding dissemination of that information upon receipt of inquiries from the public and Department staff. Must have working knowledge of commonly used software programs (i.e., Adobe Acrobat, Microsoft Office). The position requires the ability to perform difficult administrative work. The incumbent is responsible for relieving the Division Chief of administrative detail. This position must work independently to carry out assignments. This incumbent will provide briefs of reports; composes correspondence independently or from instructions; guides the work of other support staff; interprets manuals/handbooks and applies the information accordingly. Exercises good judgment and tact in dealing with a wide variety of people and interests; understands and prioritizes work assignments; communicates clearly and effectively, both orally and in writing. Organizes, maintains and accesses files and records in a short period of time; adequately responds to multiple requests for assistance in a timely and positive manner; follows oral and written instructions from the Deputy Director, Assistant Director, Office Chiefs and staff in a prompt and effective manner; and applies professional courtesy in all situations. This position requires the ability to multi-task by being flexible to manage changing priorities, work under pressure, meet time-frames, and organize a variety of assignments. Must be punctual, dependable, and have good work habits. This position must be capable of understanding a wide range of program issues, some of which are often sensitive, and independently assess the appropriate use of the information. Must be able to perceive needs and problems that arise in the office, determine appropriate courses of actions, and act accordingly.