Job Posting: Executive Secretary

State Air Resources Board

Executive Secretary

$3,414.00 - $4,276.00 per Month

Final Filing Date: 8/26/2019

Job Description and Duties

We are looking for an Executive Secretary with a high degree of initiative and originality to provide organizational, logistical and administrative support.  Under direction of the Division Chief the incumbent serves as the Executive Secretary and will provide varied and complex support to the Division Chief, Branch Chief's and staff.  Duties will include the following:

Under supervision by the Division Chief, manage the administrative details of the various branches to ensure that corrdination between the Division Office, MSCD, The Executive Office, other agencies, and regulated industries occurs properly and on time.  Represents the Division Chief in high-level contacts.  In cooperation with the Division Chief, review programmatic needs, recommend solutions, and provide guidance to MSCD management.  Coordinate key meetings, activities, projects, deadlines and inquiries with the Division Chief

Prepare correspondence for the Division Chief's and Assistant Division Chief's signature.  Prepare briefing documents, presentations, BCP's and all other materials submitted by staff for Division Chief or Assistant Division Chief approval.  Track and properly route assignments to appropriate branch/staff that have been received by Executive Office and/or Leg office.  Route assignments that require Executive Office and/or Leg Office approval.  

Gather and analyze information and/or data and make recommendations to the Division Chief and Assistant Division Chief.  Assist in interpreting and administering division-wide processes and procedures.  Review and prepare high level and confindential materials for the Division Chief and Assistant Division Chief.  Maintain confidential records for the Division Chief and Assistant Division Chief.  Gather high level and confidential information upon the request of the Division Chief and Assistant Division Chief.

Serve as the primary communications liaison between other division offices, Executive Office, Leg Office, Agency, Legislature and Governor Office.  Track and log all incoming materials such as travel expense claims, training requests and Legislative bill reviews that require Division Chief and/or Assistant Division Chief review and approval.  Coordinate all in state and out of state travel for the Division Chief and Assistant Division Chief.  Processes travel expense claims for the Division Chief and Assistant Division Chief.

The program is willing to consider an Office Technician (Typing) Please refer to JC-168566. The program is also willing to consider an Executive Assistant. Please refer to JC-168578.

You will find additional information about the job in the Duty Statement.

Minimum Requirements

You will find the Minimum Requirements in the Class Specification.

Position Details

Job Code #:
Position #(s):
Working Title:
Executive Secretary
$3,414.00 - $4,276.00 A This does not reflect the July 2019 3.5% General Salary Increase.
# of Positions:
Work Location:
Sacramento County
Job Type:
Permanent, Full Time

Department Information

The California Air Resources Board (CARB) is charged with protecting the public from the harmful effects of air pollution and developing programs and actions to fight climate change. From requirements for clean cars and fuels to adopting innovative solutions to reduce greenhouse gas emissions, California has pioneered a range of innovative approaches that have set the standard for effective air and climate programs for the nation, and the world.

CARB values diversity at all levels of the organization and is committed to fostering an environment in which employees from a variety of backgrounds, cultures, and personal experiences are welcomed and can thrive.  CARB believes the diversity of our employees collectively make up one of the world’s most respected environmental organizations.  Join CARB and help us improve the lives of all Californians.

Department Website:

Application Instructions

Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.

Final Filing Date: 8/26/2019

Who May Apply

Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list eligibility, are in the process of obtaining list eligibility, or have SROA and/or Surplus eligibility (please attach your letter, if available). SROA and Surplus candidates are given priority; therefore, individuals with other eligibility may be considered in the event no SROA or Surplus candidates apply.

Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process.

Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).

How To Apply

Complete Application Packages (including your Examination/Employment Application (STD 678) and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareer Account at When submitting your application in hard copy, a completed copy of the Application Package listing must be included. If you choose to not apply electronically, a hard copy application package may be submitted through an alternative method listed below:

Address for Mailing Application Packages

You may submit your application and any applicable or required documents to:

State Air Resources Board
Attn: Elizabeth Vargas
1001 I Street, 20th Floor
Sacramento, CA 95814

Address for Drop-Off Application Packages

You may drop off your application and any applicable or required documents at:

Elizabeth Vargas
1001 I Street, 20th Floor
Sacramento, CA 95814
08:30 AM - 04:00 PM

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

  • Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
  • Resume is optional. It may be included, but is not required.
  • Other - Cover Letter is required.
Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting.

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 most competitive candidates will possess high levels of organizational skills; a demonstrated ability to communicate effectively and follow oral and written directions; and an interest in assuming increasing levels of responsibility. In addition, the most competitive candidates will have the ability and motivation to consistently produce work with a high degree of accuracy, including demonstrated proficiency in the areas of spelling, grammar, and punctuation. The ability to reliably follow through on written and verbal instructions is essential. Due to the multi-faceted nature of the work of the Branches and Division, the successful candidate will have the ability to work both independently and as an effective team member, meet deadlines under pressure, and respond to changing priorities. A friendly, cooperative, professional attitude within CARB and the skills to tactfully deal with the public are essential. Knowledge of: modern office methods, equipment, and procedures, and working knowledge of Microsoft Office programs, especially Word and Access.

All interested applicants must submit a standard State Application Form Std. 678 and cover letter.  Please indicate position number on application.  Applications will be screened and only the most qualified applicants will be selected to be interviewed.

Only qualified Executive Secretary's will be considered.

Contact Information

The Human Resources Contact is available to answer questions regarding the position or application process.

Department Website:
Human Resources Contact:
Elizabeth Vargas
(916) 440-8273

Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office.

EEO Contact:
Beverly Bueno
(916) 323-7053
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.

Additional Information on Who May Apply

For this vacancy, CARB will not consider Training and Development assignments.

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.

It is an objective of the State of California to achieve a drug-free 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.

Application Methods:
Electronic (Using your CalCareer Account)
By Mail