Executive Coordinator

Final Filing Date: 4/17/2024
Job Description and Duties

Under the general direction of the commissioner and the supervision of the chief of staff, the administrative assistant (AA) II will become familiar with the commissioner's policy areas, responsibilities, and policies. The AA II assists with complex administrative duties and is the liaison for the commissioner on sensitive issues. The AA II is responsible for high-level administrative duties that support the office in analysis, research, and operations. This position requires sensitivity to confidential matters, independent action, and initiative, as well as the ability to work with diverse personalities at high levels of public and private organizations. The ideal candidate can work comfortably as a team member and independently with little or no direction; has a strong work ethic; has a thorough knowledge of methods for a modern, hybrid workplace; and is skilled at establishing office procedures and managing projects.
Duties include coordinating the commissioner's and advisor's activities, overseeing complex scheduling and travel, tracking, and reporting gifts, and following and establishing procedures. The AAII is the primary point of contact for the office and manages the commissioner's complex schedule. The ideal candidate can work efficiently, cooperatively, and tactfully with all levels of leadership and staff; federal, state, and municipal agencies; stakeholders; and the public. In all tasks and communications, the AAII demonstrates the CEC core values of service, excellence, and accountability, and takes initiative with duties and responsibilities.
Minimum Qualifications (MQs):

The MQs for this classification can be found at

Administrative Assistant II (5358) - CalHR

.

The documents you submit in your application package must highlight how you meet the MQs. If the MQs are not met, you will not be considered for this position.
You will find additional information about the job in the

Duty Statement

.
Working Conditions

Working Conditions

:

The CEC supports a hybrid workplace model with office-based and remote-centered workers. Limited in-person attendance and occasional travel may be required based on the needs of the office. Regular and consistent attendance is essential to successful performance. This position is remote-based, which means the incumbent works 50 percent or more of their time from an alternate work location.
Minimum Requirements

You will find the Minimum Requirements in the Class Specification.

ADMINISTRATIVE ASSISTANT II

Department Information:

The CEC was established by the Legislature in 1974 to address energy challenges facing the state. Today, the CEC is the state's primary energy policy and planning agency and is leading the state to a 100% clean energy future. Serving all Californians, the CEC embodies diversity, equity, and inclusion, and has taken an active and meaningful role in creating an environment that enables each employee to thrive. The CEC supports a hybrid workplace model with a workforce of office-based and remote-centered workers. The CEC operates under the umbrella of the California Natural Resources Agency and shares offices with the agency in a

LEED Platinum Certified Building

in downtown Sacramento.
The California Energy Commission seeks an Administrative Assistant II in the Office of Commissioner Noem

í

Gallardo. If you are interested in a challenging and exciting career in clean energy and are passionate about renewable, efficient, and reliable energy that addresses climate change, join our diverse team of global energy leaders! The California Energy Commission plays a lead role in creating the energy system of the future, not just in California, but globally.
This position is open to interested applicants both inside and outside of state service. To be eligible to apply and be hired as a new-to-state-service employee, you must:
Complete an assessment

and score in the top ranks. Your assessment score determines your rank.
Submit a complete application package through your CalCareers account. An application package must include all items under the “Required Application Package Documents” section. Resumes will not be accepted in place of a State Examination and Employment Application (STD. 678). Applications must include “to” and “from” dates (month/day/year), time base (full-time/part-time/number of hours per week/month), and applicable civil service classifications.
You must include the following if you are applying by mail or in person:
1) How you are eligible (list eligibility, transfer within state service, reinstatement, SROA/surplus, etc.) in the

Explanations

box

on the first page of the STD. 678.
2) Job Control 421155 and the title of the position you are applying for in the

Examinations or Job Title

box on the first page of the STD. 678.
3) Request for Personnel Action 102-439 in the

Explanations

box

of the STD. 678.
4)

Your original signature at the bottom of the first page of the STD. 678.
5) Include unofficial school transcripts with your application package if the position you are applying for has an educational requirement. You may be required to provide official transcripts if hired.
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:

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: 4/17/2024

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 www.CalCareers.ca.gov. 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:
California Energy Commission

Attn: RPA 102-439 | JC-421155

715 P Street, MS-3

Sacramento , CA

95814

Address for Drop-Off Application Packages
You may drop off your application and any applicable or required documents at:
California Energy Commission

RPA 102-439 | JC-421155

1516 9th Street, MS-3

Sacramento , CA

95814

08:00 AM - 05:00 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 www.CalCareers.ca.gov.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 required and must be included.
Other -

Cover Letter –

Include a cover letter of no more than one page in length describing why you are the best candidate for this position.

Statement of Qualifications -

See Statement of Qualifications instructions below.

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: 4/17/2024

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 www.CalCareers.ca.gov. 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:
California Energy Commission

Attn: RPA 102-439 | JC-421155

715 P Street, MS-3

Sacramento , CA

95814

Address for Drop-Off Application Packages
You may drop off your application and any applicable or required documents at:
California Energy Commission

RPA 102-439 | JC-421155

1516 9th Street, MS-3

Sacramento , CA

95814

08:00 AM - 05:00 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 www.CalCareers.ca.gov.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 required and must be included.
Other -

Cover Letter –

Include a cover letter of no more than one page in length describing why you are the best candidate for this position.

Statement of Qualifications -

See Statement of Qualifications instructions below.
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:
Sensitive to confidential matters; capable of independent action and initiative; able to work with diverse personalities at high levels of public and private organizations.
Able to work comfortably as a team member and independently with little or no direction; exhibits a strong work ethic in all tasks; has a thorough knowledge of effective methods for a modern, hybrid workplace; skilled at establishing office procedures and managing projects.
Excellent grammar, writing, editing, and communication skills.
Benefit information can be found on the CalHR

website and the CalPERS

website.

Contact Information

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

https://www.energy.ca.gov
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.
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:
Carousel Gore
(916) 661-8122
[email protected]
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.
Statement of Qualifications Instructions

Describe your experience working with diverse personalities at high levels of public and private organizations. Please cite at least one recent example.
Use examples to illustrate your experience coordinating meetings, events, and activities at the executive leadership level. Please include the tools that you have used to schedule events with lots of moving pieces, create complex travel itineraries, track expenses, and file reimbursement claims.
Describe your experience managing a fast-paced office that interacts with all levels of an organization as well as external public and private stakeholders. Please include the tools that you have used to manage priorities, track assignments, and organize data.
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

Drop-off

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