Exam Bulletin - Executive Assistant (LEAP)

State of California

Exam Code: EX-2093

Examination Plans Included:

  • EXECUTIVE ASSISTANT - Open

Final Filing Date: Applications are accepted on a continuous basis.

Classification Details

EXECUTIVE ASSISTANT: $4,461.00 - $5,583.00 (A) per Month

View the EXECUTIVE ASSISTANT classification specification.

Application Instructions

This is not a timed exam. If you request a Reasonable Accommodation your account will be locked and you will not be able to proceed with the exam until the request is processed.

 

Introduction to the Limited Examination and Appointment Program (LEAP)

 

The Limited Examination and Appointment Program (LEAP) is an alternative examination and appointment process for the recruitment and hiring of persons with disabilities into the California state civil service. The LEAP is a two-part process that consists of: (1) a Minimum Qualifications Assessment/Readiness Evaluation and (2) a Job Examination Period that is administered and evaluated in the work setting.

 

To qualify to take this Minimum Qualifications Assessment/Readiness Evaluation, you must first have LEAP certification issued by the Department of Rehabilitation (DOR). For information on how to obtain LEAP certification, visit the DOR website at https://www.dor.ca.gov/Home/LEAP. To find a DOR office near you, contact the DOR at (916) 558-5300, TTY (916) 558-5302, or online at www.dor.ca.gov.

 

The legal authority for the LEAP is Government Code Sections 19240-19244.

Applications are accepted on a continuous basis.

Who Should Apply:

The information below will help you determine which classification(s) is(are) appropriate for you. Applicants must meet the Minimum Qualifications as stated on this bulletin to compete in this examination.

Open and Open, Non-Promotional Examination(s):

  • EXECUTIVE ASSISTANT - Open

Individuals who meet all of the following criteria:

 

  1. Individuals with a disability, a record of a disability, or who are regarded as having a disability that limits one or more major life activities.
  2. Individuals who have Limited Examination and Appointment Program (LEAP) certification from the California Department of Rehabilitation.
  3. Individuals who satisfy the minimum qualifications as stated in the minimum qualifications section below.

For all Classifications, once you have participated in any of the following examinations, you may not recompete for 24 months:

Exam Code(s):

    2093

For EXECUTIVE ASSISTANT, once you have participated in any of the following examinations, you may not recompete for 24 months:

Exam Code(s):

  • EX-02093

How To Apply:

Submit an Examination/Employment Application (STD 678) to apply for this examination.

Electronic applications can be submitted through your account at www.CalCareers.ca.gov.

Special Testing Arrangements:

If you require assistance or alternative testing arrangements due to a disability, indicate on your application that you need reasonable accommodation. You will be contacted by a representative of the testing department to make the necessary arrangements. If you have not been contacted by the time you receive notification of testing, please contact the testing department listed in the Contact section of this bulletin.

If you are unable to submit your application or complete the test due to a disability, please contact the testing department listed in the Contact section of this bulletin.

Minimum Qualifications

All applicants must meet the education and/or experience requirements as stated on this exam bulletin to be accepted to the examination.

Unless otherwise stated in the Minimum Qualifications, qualifying experience may be combined on a proportionate basis if the requirements stated below include more than one pattern and are distinguished as "Either" 1, "or" 2, "or" 3, etc. For example, applicants possessing qualifying experience amounting to 50% of the required time of Pattern 1 and additional experience amounting to 50% of the required time of Pattern 2 may be accepted to an examination as meeting 100% of the overall experience requirement.

00101728 - EXECUTIVE ASSISTANT

Either 1

One year of experience in the California state service performing secretarial duties at a level of responsibility not less than those of an Executive Secretary I or two years of secretarial experience in the California state service at a level of responsibility not less than Secretary or Office Technician.

Or 2

One year of experience performing technical duties in the California state service in a class comparable in level of responsibility to Management Services Technician.

Or 3

Four years of experience as a Secretary or Administrative Assistant outside of California state service of which at least one year must have been at the level of responsibility of Executive Secretary I or Management Services Technician or at least two years must have been at the level of responsibility of Secretary or Office Technician. (Up to two years of intensified secretarial training in an approved curriculum or college level course work in business, personnel or public administration may be substituted for the general outside experience on a year-for-year basis.)

Position Description

00101728 - EXECUTIVE ASSISTANT

Researches confidential and sensitive departmental or program issues; using microcomputers and/or video display terminals, accesses inputs, revises and extends information contained in the data banks; screens, redirects and/or responds to telephone calls and written inquiries from the Governor's Office and Legislature and other high level contacts on behalf of the Administrator; maintains the administrator's working schedule and calendar; develops and implements computer-based management information systems for the administrator; implements computer-based office management systems; follows up on projects and requests assigned to programs; as delegated by the administrator, reviews materials submitted by programs for format, content and grammar; develops or assists in the development of office workload and planning standards, staffing requirements and budgets; prepares and signs correspondence in the absence of the administrator; directs the activities of the support staff of the administrator's office; supervises subordinate staff; establishes office procedures and operating systems; provides and/or directs the typing and secretarial support services for the administrator.

Additional Desirable Qualifications

Familiarity with microcomputers, personal computers and/or video display terminals and their capabilities.

For information regarding position location(s), please refer to the Eligible List Information section.

Examination Information

LEAP Process Information

 

PART 1: MINIMUM QUALIFICATIONS ASSESSMENT/READINESS EVALUATION – Weighted 100%

 

This Minimum Qualifications Assessment/Readiness Evaluation consists solely of minimum qualification questions that assess the training, experience, and education that you have previously obtained. Your responses to the questions will determine if the training, experience, and education you have meet the minimum qualifications for the Executive Assistant classification. If you pass the Minimum Qualifications Assessment/Readiness Evaluation, your name will be placed on the Executive Assistant LEAP Referral List, and you will have referral list eligibility to apply for Executive Assistant vacancies.

 

Applicants who obtain Executive Assistant LEAP Referral List eligibility must compete for job vacancies in order to begin PART 2 of this process, which is called the Job Examination Period.

 

PART 2: JOB EXAMINATION PERIOD (JEP)

 

The JEP begins after you are hired and obtain an examination appointment. When you perform the duties of your state job, you will be evaluated on your job performance at least every four weeks, or more often, if needed. Your evaluation will be based on the classification specification and the duty statement of the position.

 

The JEP will be the same length as the length of the probationary period for the same non-LEAP classification.

 

After successful completion of the JEP, the result will be a transition from an examination appointment to a standard appointment as a Executive Assistant. If appointed to a permanent position through the LEAP process, you will not be required to serve a probationary period.

This examination consists of the following component(s):

Component OrderComponent TypeComponent DuePercentage of Final Score
1CalHR Online ExamN/A100%

A final score of 70% must be attained to be placed on the eligible list.

In addition to evaluating the applicant's relative knowledge, skill and ability as demonstrated by quality and breadth of education/experience, emphasis in each test component will be on measuring competitively, relative to job demands, each applicant's:

Knowledge of:
  1. The principles and methods of public and business administration 
  2. Office management principles, methods and procedures 
  3. Good personnel and fiscal management practices 
  4. The organization's relationship with other governmental entities 
  5. The administrator's responsibilities with regard to the organization's programs 
  6. The functions, programs and operations in the Administrator's area of responsibility 
  7. The principles and practices of supervision 
  8. The Department's Affirmative Action Program objectives 
  9. A supervisor's role in the Affirmative Action Program and the processes available to meet affirmative action objectives

Ability to:
  1. Think clearly and analyze problems of organization and management and take effective action 
  2. Handle sensitive and confidential assignments with tact and diplomacy
  3. Work under pressure and time constraints 
  4. Handle changing priorities
  5. Establish and maintain cooperative working relationships 
  6. Communicate effectively 
  7. Type at a speed of 45 words per minute 
  8. Supervise the work of others 
  9. Effectively contribute to the department's affirmative action objectives

Eligible List Information

A Servicewide Open eligible list for the EXECUTIVE ASSISTANT Classification will be established for:

  • State of California

The names of successful competitors will be merged onto the eligible list(s) in order of final score regardless of test date. Eligibility expires 24 months after it is established. Applicants must then retake the examination to reestablish eligibility.

Resulting Eligibility List(s) will be used to fill vacancies throughout the State of California.

Veterans' Preference will be granted for this examination. Veterans' Preference is an assistance program for veterans, veteran widows and widowers, and spouses of 100% disabled veterans who seek employment with the state. Veterans' Preference is also extended to currently serving military members nearing their retirement or separation date.

You are not eligible for Veteran's Preference if you are:

  • A veteran who has been dishonorably discharged or released.
  • A veteran, widow or widower of a veteran, or spouse of a 100 percent disabled veteran who currently has permanent civil service status. (Permanent civil service status is the status of an employee who is lawfully retained in his/her position after completion of the applicable probationary period. This does not include limited term).

Veterans' Preference is codified in Government Code Sections 18973 – 18979.

Veteran status is verified by the California Department of Human Resources (CalHR). Directions to apply for Veterans' Preference are on the Veterans' Preference Application (Std. Form 1093), which is available at www.CalCareers.ca.gov, and the Department of Veterans Affairs.

Career Credits are not granted for examination(s) administered on an Open basis or a Promotional basis.

Testing Departments

  • State of California

Contact Information

Questions regarding this examination should be directed to:

State of California
CalCareer Service Center
1810 16th Street
Sacramento, CA 95811
Phone: (866) 844-8671
CalCareer@calhr.ca.gov

California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice). TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.

Equal Opportunity Employer

The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

Drug Free Statement

It is an objective of the State of California to achieve a drug-free State work place. Any applicant for State employment will be expected to behave in accordance with this objective, because the use of illegal drugs is inconsistent with the law of the State, the rules governing civil service, and the special trust placed in public servants.

General Information

Examination and/or Employment Application (STD 678) forms are available at the California Department of Human Resources, local offices of the Employment Development Department, and through your CalCareer Account (www.CalCareers.ca.gov).

If you meet the requirements stated on this examination bulletin, you may take this examination, which is competitive. Possession of the entrance requirements does not assure a place on the eligible list. Your performance in the examination described in this bulletin will be rated against a predetermined job-related rating, and all applicants who pass will be ranked according to their scores.

State of California reserves the right to revise the examination plan to better meet the needs of the service, if the circumstances under which this examination was planned change. Such revision will be in accordance with civil service laws and rules and all applicants will be notified.

General Qualifications: Applicants must possess essential personal qualifications including integrity, initiative, dependability, good judgment, the ability to work cooperatively with others, and a state of health consistent with the ability to perform the assigned duties of the class. A medical examination may be required. In open examinations, investigation may be made of employment records and personal history and fingerprinting may be required.

Eligible Lists: Eligible lists established by competitive examination, regardless of date, must be used in the following order: 1) sub-divisional promotional, 2) departmental promotional, 3) multi-departmental promotional, 4) service-wide promotional, 5) departmental open, 6) open. When there are two lists of the same kind, the older must be used first. Eligible lists will expire in one to four years unless otherwise stated on the bulletin.

High School Equivalence: Equivalence to completion of the 12th grade may be demonstrated in any one of the following ways: 1) passing the General Education Development (GED) Test; 2) completion of 12 semester units of college-level work; 3) certification from the State Department of Education, a local school board, or high school authorities that the competitor is considered to have education equivalent to graduation from high school; or 4) for clerical and accounting classes, substitution of business college work in place of high school on a year-for-year basis.

Accepted applicants must provide proof of identification at each in-person test session. Acceptable identification consists of a photo identification card or two forms of signed identification.
Application Methods:
Electronic (Your CalCareer Account)