Executive Secretary (Confidential) Job at Vallejo, Solano County, California

Executive Secretary (Confidential)

City of Vallejo , California

Job Information 



Mid Level


$65,601.62 - $79,739.17 Annually

Application Deadline 


03/08/2021 05:00 PM PST

Recruitment Type 

Open Competitive


The City of Vallejo is located in Solano County and has a population of approximately 121,000 residents. Vallejo is a rapidly changing, highly diverse community located midway between the cities of San Francisco and Sacramento. It is a friendly, active waterfront community that attracts innovative, hardworking people and takes great pride in its 148-year history and maritime heritage. Residents of Vallejo are situated to take advantage of the best of what the area has to offer. Golf, museums, performing arts, boutique shopping, brewpubs and a wide selection of restaurants are all available in Vallejo. Residents and visitors alike enjoy Vallejo's delightful historical downtown area, weekly downtown farmer's market, and beautifully restored Victorian homes and business facades. Vallejo is also home to Six Flags Discovery Kingdom, one of America's only combination wildlife, oceanarium and theme parks.
The Vallejo Fire Department consists of 108 employees, who are staffed between Administration, Suppression, EMS, Training, and Fire Prevention Sections. The Department averages 14,000 calls per year and boasts two of the more active engine companies in the state.

Administration Section
Administration is comprised of the Fire Chief, Deputy Fire Chief, Executive Secretary, and Administrative Analyst, who work closely together to manage operations and provide support to staff. This small section is responsible for liaising with other County and State fire agencies, payroll, budget, purchasing, implementing policies and procedures, grant management, general HR, working with other departments to respond to Freedom of Information Act (FOIA) requests, and more.
Fire Suppression Section 
Fire Suppression has a staff of 97, including Firefighter-Paramedics, Engineers, Captains, and Battalion Chiefs. The staff are spread across three different shifts and six different stations to ensure City coverage to citizens 24/7. Each engine company is supervised by the shift Captain, who is supervised by a Battalion Chief.
Training Section
The Fire Training Section is responsible for providing continuous training and education to internal members; overseeing the Department's three-year Apprenticeship program, running the Apprentice Recruit Academy, and managing the Emergency Medical Services (EMS). Training staff consists of one Battalion Chief and a Fire Captain.
Fire Prevention Section
The Fire Prevention Section is responsible for conducting fire/life safety inspections, plan checks and permits, fire reports and investigations, brush clearance, public education and outreach programs. The Fire Prevention Section staff consists of a Prevention Manager, two Fire Inspectors, and one Secretary.
This recruitment is being conducted to fill one full-time vacancy. The list established by this recruitment may be used to fill future full-time, part-time, limited term, and temporary vacancies for up to one year.
The Vallejo Fire Department is seeking dynamic candidates for their Executive Secretary (Confidential) position.
The ideal Executive Secretary (Confidential) candidate will be an outstanding communicator with at least three years of increasingly responsible secretarial experience, who can manage multiple projects and tasks on tight timeframes and coordinate the schedule and office of the Fire Chief with tact discretion. The perfect candidate will be a quick thinker who is detailed-oriented and able to demonstrate creative thinking and problem solving.
While not required, formal or informal supervisory experience and some college level course work in in business administration or related field is highly desirable. City of Vallejo or public agency experience is preferred.

Examples of Duties

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. 

  • Perform administrative duties within the clerical support system; supervise the ordering and storage of appropriate supplies; monitor budget as assigned; recommend improvements in work flow, procedures and use of equipment and forms.
  • Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities; receive and route mail.
  • Type and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft, verbal instruction or transcribing machine recordings; independently compose correspondence related to assigned responsibilities. 
  • Participate in the duties relating to administration of a department; assist in preparing comprehensive reports, preparing minutes of meetings, preparing agendas of commission meetings, compiling annual budget requests, recommending expenditure requests for designated accounts, and monitoring approved budget accounts.
  • Maintain personnel and payroll records; process paperwork for personnel actions including new hires, terminations and promotions; monitor performance evaluation dates and provide appropriate forms to staff.
  • Assist in a variety of department operations; perform special projects and assignments as requested.
  • Manage office support functions; direct the work activities of assigned clerical personnel; prioritize and coordinate work assignments; review work for accuracy. 
  • Maintain calendars of department activities and the department director, meetings and various events; coordinate activities with other City departments, the public and outside agencies.
  • Organize and maintain complex technical filing systems.
  • Perform general clerical work including filing, scheduling appointments and meetings, and processing payroll.
  • Serve as secretary to various committees and commissions; may take and transcribe meeting minutes. 
  • Operate a variety of office equipment including a computer; input and retrieve data and text; organize and maintain disc storage and filing.
  • Perform at the intermediate/expert level in various software programs such as, but not limited to Excel, Word, PowerPoint, Access and Publisher.
  • May provide technical support in the absence of technical staff.
  • Coordinate travel arrangements for department staff as needed.
  • Perform related duties and responsibilities as required.


Typical Qualifications


  • English usage, spelling, grammar and punctuation.
  • Modern office procedures, methods and computer equipment.
  • Business letter writing and basic report preparation.
  • Principles and procedures of record keeping.
  • Principles of supervision, training and performance evaluation.
  • Perform responsible and difficult secretarial work involving the use of independent judgment and personal initiative.
  • Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
  • Interpret and apply administrative and departmental policies and procedures.
  • Independently prepare correspondences and memoranda.
  • Supervise, train and evaluate assigned clerical staff.
  • Transcribe such things as recordings, meeting notes, when required by assigned position, at a speed necessary for successful job performance.
  • Type at a speed necessary for successful job performance.
  • Work independently in the absence of supervision.
  • Operate and use modern office equipment including a computer and word processor.
  • Work cooperatively with other departments, City officials and outside agencies.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective working relationships with those contacted in the course of work.
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:
Three years of increasingly responsible secretarial experience. Highly desirable experience includes the ability to multitask, scheduling of various calendars, be highly organized including the ability to create, implement and maintain an automated and manual filing system.
Equivalent to completion of the twelfth grade supplemented by specialized secretarial training.
College level course work in business administration, computer science, or a related field is desirable.


Supplemental Information

Working Conditions:
Work is performed in a typical office environment.  (1) Mobility:  frequent use of keyboard; frequent sitting for long period of time; occasional bending or squatting.  (2) Lifting:  Frequently up to 10 pounds; occasionally up to 25 pounds.  (3) Vision:  constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.  (4) Dexterity:  frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.  (5) Hearing/Talking:  frequent hearing and talking, in person and on the phone.  (6) Emotional/Psychological:  frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.  (7) Environmental:  frequent exposure to noise.
The Recruitment & Selection Process

1. Applications are due by 5:00 P.M. on Monday, March 8, 2021. Applicants must submit a completed City of Vallejo online application, including all responses to the Supplemental Questionnaire (Resume/Cover Letter Optional), by the posted deadline in order to be considered.

NOTE: If you have problems creating a user account, obtaining your already created account information, or submitting your online application, please contact governmentjobs.com applicant support directly at 855-524-5627. City of Vallejo HR staff are unable to assist with these issues.

2. Applications will be screened for overall qualifications the week of March 8, 2021


3. Applicants who are found to be the best qualified will be invited to participate in an online skills assessment the week of March 8, 2021. The most qualified applicants from the online skills assessment will have their supplemental responses scored by subject matter experts.


4. Supplemental responses will be scored by subject matter experts the week of March 15, 2021. The most qualified applicants from the scoring of the supplemental questions will be invited for an Oral Panel Interview via Zoom conference.

The City reserves the right to limit the number of candidates to those determined to be best qualified based upon all requested application materials, including training and experience, current resume, and responses to supplemental questions.

5. Oral Panel Interviews are tentatively scheduled to take place the week of March 29, 2021. Candidates who are successful in the assessment process will be placed on the Register of Eligibles (eligible list). Candidates will then be referred at the Department’s discretion. The Department will conduct all final interviews and make the final candidate selection for this position.

The City of Vallejo is committed to providing reasonable accommodation to applicants as required by the Americans with Disabilities Act (ADA) and the Fair Employment and Housing Act (FEHA). Qualified individuals with disabilities who need a reasonable accommodation during the application, assessment or selection process may contact the Human Resources Department to request an accommodation. Please contact Alex Clark at (707) 648-5402 or send an email to: alex.cruz@cityofvallejo.net no later than March 8, 2021 at 5:00 p.m.
The selected candidate will be required to: 1) Submit to reference checks 2) Submit to and successfully pass a pre-employment background check, including fingerprint check. 3) Provide proof of legal right to work in the United States.
Disaster Service Workers - All City of Vallejo ("City") employees are designated Disaster Service Workers ("DSW") by state law (California Government Code Section 3100-3109).  Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all DSW-related training as assigned and to return to work as ordered in the event of an emergency.
Equal Opportunity Employer (EOE) - The City of Vallejo is an Equal Opportunity Employer. It is the policy of the City of Vallejo to provide equal employment opportunity for all qualified persons. All applicants will be considered without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender, gender identity, gender expression, marital status, ancestry, medical condition (cancer and genetic characteristics), genetic information, or denial of medical and family care leave, or any other non-job-related factors.


555 Santa Clara St

Vallejo, CA 94589