Administrative Assistant I - Department of Finance - State of California

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Administrative Assistant I - Department of Finance - State of CaliforniaAdmi



    FINAL FILING DATE: June 28, 2012

This is a PROMOTIONAL EXAMINATION for the Department of Finance (Finance). EXAMINATION TYPE

    Applicants must be currently employed with Finance or have eligibility to compete in

    Finance promotional examinations and have a permanent civil service appointment without a permanent break in service as of the final filing date. Under certain circumstances, other employees and United States Military veterans may be allowed to compete. Refer to the General Information, Promotional Examinations Only section of this bulletin for other eligibility requirements.

Under direction, the Administrative Assistant I assists an administrator by relieving POSITION

    him/her of administrative detail; makes special studies and investigations and DESCRIPTION

    prepares administrative reports; assists in interpreting departmental policies to operating divisions; assists operating heads on administrative problems and procedures; makes studies and evaluations of operating programs and procedures

    and assists in the installation of new programs and procedures; develops criteria on which to evaluate the personnel needs, operating effectiveness, and budgetary requirements; prepares manuals of procedures; cooperates with other agencies,

    groups, and individuals in connection with the coordination of departmental activities; studies proposed legislation and advises the administrator regarding its possible effect on departmental programs; on occasion, represents the department

    at conferences, meetings, and legislative hearings; may supervise and review the work of the staff of the administrator’s immediate office; prepares articles for publication; addresses interested groups; dictates correspondence and prepares

    reports, and performs other related duties.

$3658 - 4446 MONTHLY SALARY


Submit “Examinations and/or Employment Application” (Std. 678) to the Department HOW AND WHEN TO

    of Finance, Human Resources Office, 915 L Street, Suite 1235, Sacramento, CA APPLY

    95814. Applications must be submitted and/or postmarked by June 28, 2012, the

    final filing date. Applications filed in person, delivered, or received via interoffice mail after 5:00 p.m. on the final filing date will NOT be accepted for any reason.



    veteran, attach a legible copy of Veteran's discharge (DD214) or other official discharge documents, showing your enlistment and discharge dates, branch of

    service, and character of service (i.e., type of discharge).

If you have a disability and need special testing arrangements, mark the appropriate SPECIAL

    box in Part 2 of the application. You will be contacted to make specific EXAMINATION

    arrangements. ARRANGEMENTS

Accepted applicants are required to bring either a photo identification card or two REQUIRED

    forms of signed identification to the examination. IDENTIFICATION

Applicants must meet the experience/education requirements by the final filing date. REQUIREMENTS

    Your signature on your application indicates that you have read, understood, and FOR ADMITTANCE

    possess the qualifications required. Qualifying experience may be combined on a TO THE

    proportionate basis if the requirements stated below include more than one pattern EXAMINATION

    and are distinguished as "Either I" or "OR II," etc. For example, candidates

    possessing qualifying experience amounting to 50% of the required time of Pattern

    I, and additional experience amounting to 50% of the required time of Pattern II may be admitted to an examination as meeting 100% of the overall experience requirement. Note: Applications/resumes must contain the following information: "to" and "from" dates (month/day/year), time base, civil service class title(s), and range if


    Administrative Assistant I Release Date: June 14, 2012

applicable. College course information must include: title, semester or quarter

    credits, name of institution, completion date, and degree (if applicable). REQUIREMENTS

    Applications/resumes received without this information may be rejected. FOR ADMITTANCE

     TO THE





A departmental promotional eligible list will be established for the Department of ELIGIBLE LIST

    Finance. The list will be abolished 12 months after it is established unless the INFORMATION

    needs of the service and conditions of the list warrant a change in this period.

    MINIMUM Either I

    Twelve months of work experience in the California state service performing staff QUALIFICATIONS

    work in a class with a level of responsibility equivalent to that of Junior Staff Analyst, Range B or Staff Services Analyst, Range B.

    Or II

    Eighteen months of experience in the California state service performing the duties of an Executive Secretary I.

    Or III

    Experience: Two years of progressively responsible experience in one or a combination of the following:

    1. Relieving an administrator of assigned administrative detail and preparing

    reports and/or recommendations for administrative action. (Experience in

    California state service must be at a level of responsibility equivalent to that of

    Office Services Supervisor I.); or

    2. Professional or technical experience in a field usually requiring an education of

    collegiate grade and involving duties and responsibilities which develop a

    working knowledge of the field of management, at least one year of which shall

    have been in a higher than trainee capacity.

    (Possession of a Master’s Degree in Public, Personnel, or Business

    Administration, or related field may be substituted for one year of the required

    experience. Possession of a Master’s Degree in Hospital Administration with a

    one-year internship in a hospital or its equivalent may be substituted for the

    required experience.) and

Education: Equivalent to graduation from college. (Additional qualifying

    experience may be substituted for four years of the required education on a year-

    for-year basis. Any work experience gained in state service may be used to meet

    this education requirement on a year-for-year basis.)

    (In appraising experience, more weight will be given to the breadth of experience and the evidence of the candidate’s ability to accept and fulfill increasing responsibility than to the length of his/her experience.)

Demonstrated capacity for assuming increasing responsibility, originality, open-SPECIAL PERSONAL

    mindedness, and tact. CHARACTERISTICS

    EXAMINATION This examination will consist of the following components: 100% Qualifications

    INFORMATION Appraisal Interview (QAP). During the interviews, competitors should be prepared

     to answer questions related to areas shown under the “Examination Scope.

     Candidate’s final scores will be based on the 100% QAP. The entire examination is

     weighted 100%. To obtain a position on the eligible list, candidates must achieve a

     minimum rating of 70%.


    DISQUALIFIED FROM THE EXAMINATION. It is anticipated that mandatory

    interviews are anticipated to be scheduled July 2012.

Beginning on Page 2, Item #15, of the Examinations and/or Employment Application

    (Std. 678), applicants must provide the supervisor’s name for each entry, giving dates with the most recent supervisor first.

     FINAL FILING DATE: June 28, 2012

    Administrative Assistant I Release Date: June 14, 2012

In addition to evaluating the competitor's relative abilities as demonstrated by quality EXAMINATION

    and breadth of experience, emphasis in the examining interview will be on SCOPE

    measuring competitively, relative to the job demands, each competitor's:

A. Knowledge of:

    1. Principles and methods of public and business administration, including

    organization and personnel and fiscal management to recognize and identify

    related issues appropriately for processing or redirecting.

    2. Office management principles, methods, and procedures to provide staff

    assistance on confidential and sensitive department issues.

    3. Administrative survey techniques and skill in their application to provide

    administrative assistance to the executive staff.

    4. Statistical and research methods to make special studies and prepare

    administrative reports.

    5. Department's Equal Employment Opportunity (EEO) program and the

    processes to ensure compliance and maintain a work environment free from

    harassment and discrimination.

    6. Department's purpose, mission, and goals to ensure that the progress and

    completion of work assignments and tasks conform to the overall objectives.

B. Ability to:

    1. Think clearly and analyze situations to effectively solve problems of the

    organization and/or management.

    2. Supervise the staff of an administrative office and redistribute the workload

    to complete assignment in a timely manner.

    3. Establish and maintain cooperative working relationships to promote a

    positive work environment.

    4. Carry out assignments without detailed instructions demonstrating tact and

    good independent judgment.

    5. Communicate effectively, orally, and in writing, to exchange information

    and/or provide direction to staff and others.

    6. Effectively contribute to the department’s EEO objectives to create and

    maintain a fair and equitable work environment.

Veteran’s preference credit is not granted in promotional examinations. VETERANS


     FINAL FILING DATE: June 28, 2012

Administrative Assistant I Release Date: June 14, 2012


    It is the candidate's responsibility to contact the Human Resources Office at (916) 323-4071, TDD (916) 324-6547 three days prior to the written test date if he/she has not received his/her notice.

    For an examination without a written feature, it is the candidate's responsibility to contact the Human Resources Office at (916) 323-4071, or TDD 324-6547 three weeks after the final filing date if he/she has not received a progress notice.

If a candidate's notice of oral interview or performance test fails to reach him/her prior to the day of the interview due to a

    verified postal error, he/she will be rescheduled upon written request.

    Applications are available at State Personnel Board offices, local offices of the Employment Development Department and the Department noted on the front. Applications are also available by accessing the State Personnel Board’s

    website at

    If you meet the requirements stated on the reverse, you may take this examination, which is competitive. Possession of the entrance requirement does not assure a place on the eligible list. Your performance in the examination described on the other side of this bulletin will be compared with the performance of the others who take this test (based upon job-related criteria), and all candidates who pass will be ranked according to their scores.

    The State Personnel Board 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 competitors will be notified.

    Examination Locations: When a written test is part of the examination, it will be given in such places in California as the number of candidates and conditions warrant. Ordinarily, oral interviews are scheduled in Sacramento, San Francisco, and Los Angeles. However, locations of interviews may be limited or extended as conditions warrant.

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

Promotional Examinations Only: Competition is limited to employees who have a permanent civil service

    appointment and military veterans retired from the United States military, honorably discharged from active military duty with a service-connected disability, or honorably discharged from active duty as defined in Government Code ?18991. Under certain circumstances, other employees may be allowed to compete under provisions of Rules 234, 235, and 235.2. State Personnel Board rules 233, 234, 235, 235.2, and 237 contain provisions regarding civil service status and eligibility for promotional examinations. In addition, Government Code sections 18990 and 18992 permit certain exempt employees employed by the Legislature or the Executive Branch to participate in civil service promotional exams. These codes and rules may be reviewed at departmental personnel offices or at the Information Counter of State Personnel Board offices.

    General Qualifications: Candidates must possess essential personal qualifications including integrity, initiative, dependability, good judgment, and 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.

    Interview Scope: If an interview is conducted, in addition to the scope described on the other side of this bulletin, the panel will consider education, experience, personal development, personal traits, and fitness. In appraising experience, more weight will be given to the breadth and recency of pertinent experience and evidence of the candidate's ability to accept and fulfill increasing responsibilities than to the length of his/her experience. Evaluation of a candidate's personal development will include consideration of his/her recognition of his/her own training needs; his/her plans for self-development; and the progress he/she has made in his/her efforts towards self-development.

    High School Equivalence: Equivalence to completion of the 12th grade may be demonstrated in any one of the following ways: 1) passing the General Educational 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 candidate 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.

    College Equivalence: Equivalent degree (certificate) (diploma) approved by the California Superintendent of Public Instruction under the provisions of California Education Code ? 94310(b).

    State Drug Policy: It is an objective of the State of California to achieve a drug-free state workplace. 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.

    Privacy Policy: Pursuant to Government Code ?11019.9 and Management Memo 00-14, the Department of Finance maintains a permanent privacy policy in adherence with the Information Practices Act of 1997. Finance’s Privacy Policy is posted on the Department’s website at

    TDD is Telecommunications Device for the Deaf and is reachable only from phones equipped with a TDD Device.

California Relay Telephone Service For The Deaf or Hearing-Impaired

    From TDD Phones: 1-800-735-2929 From Voice Phones: 1-800-735-2922

    DT/P (Rev. 10/86)

     FINAL FILING DATE: June 28, 2012

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