EXECUTIVE SECRETARY II

Job Code #: JC-529542 | Position #: 502-500-1245-XXX | Salary: $4,733.00 - $5,923.00 per month. New to State candidates will be hired into the minimum salary of the classification or minimum of alternate range when applicable.

Work Location: San Bernardino County, Department of State Hospitals - Patton | Schedule: Permanent, Full Time, In Office

About the Role

Patton State Hospital, Human Resources Department, is seeking a Permanent, Full-Time Executive Secretary II to provide on-site support to the Executive Director, Assistant Executive Director, and other executive members.

Responsibilities

• Screen incoming correspondence, refer to appropriate staff for reply, and follow up to ensure deadlines are met.
• Arrange and prioritize correspondence for the Executive Director’s reply, attaching relevant background material.
• Compose correspondence on a wide range of subjects, requiring thorough knowledge of hospital policies and procedures.
• Review outgoing correspondence prepared by other staff for consistency with department/hospital policy, format, grammar, and clerical accuracy.
• Gather and summarize data; prepare report briefs and correspondence.
• Arrange meetings for the Executive Director and Assistant Executive Director, prepare agendas, and adjust schedules as needed.
• Attend meetings and conferences, take/summarize notes into minutes, and distribute them.
• Screen visitors and telephone calls, refer to appropriate staff, or provide information on hospital programs and policies.
• Relieve the Executive Director and Assistant Executive Director of routine office tasks.
• Contact internal and external members (e.g., staff, patients, patients’ families, other DSH hospitals, federal/state/county/city entities) on behalf of the Executive Director.
• Maintain confidential and administrative files; track daily executive office activities.
• Prepare daily sign-in sheets for executive members; collect and process timesheets.
• Support other clerical and analytical staff for the executive team.
• Perform minor administrative assignments independently.

Requirements

• Proficiency in modern office methods, supplies, equipment, and procedures.
• Strong attention to detail and organizational skills.
• Experience in high-level executive and administrative settings.
• Ability to collaborate effectively with team members.
• Strong verbal and written communication skills in English; business English and correspondence are essential.
• Typing speed of at least 45 words per minute.
• Proficiency in common Office software applications.
• Ability to direct the work of other support staff or temporary personnel.
• Courteous and tactful handling of public contacts (telephone and in-person).
• Ability to understand and carry out directions with minimal explanation.
• Analyze situations accurately and take effective action.

Department Information

DSH – Patton
3102 E. Highland Avenue
Patton, CA 92369
Department Website