Executive Secretary II

Job Description and Duties

Patton State Hospital, Human Resources Department, is accepting applications for at least one (1) Permanent, Full-Time Executive Secretary II position. This position is under the direction of the Executive Director, providing on-site support to both Executive Director and Assistant Executive Director as well as other executive members on occasions.

The incumbent screens incoming correspondences, refers to appropriate staff member for reply, and follows up to insure that deadlines are met; arranges correspondence for the Executive Director's reply in order of priority with appropriate background material attached for reference; independently or in accordance with general instructions, composes correspondence on a wide range of subjects requiring a thorough knowledge of the hospital policies and procedures; reviews outgoing correspondence prepared by other staff members for the Executive Director's signature for consistency with the department and hospital policy as well as for format, grammatical construction, and clerical error; gathers and summarizes data; prepares report briefs and correspondences; compose letters or reports independently or from instructions; arranges meetings for the Executive Director and the Assistant Executive Director, prepares agenda, and makes adjustments as necessary in scheduled meeting times; attends meetings and conferences, takes and/or summarizes notes into minutes, and distributes minutes; screens a variety of visitors and telephone calls, and where appropriate, refers to other staff members or personally provides information on established hospital programs and policies; relieves the Executive Director and Assistance Executive Director of routine office details; contacts both internal and external members on behalf of the Executive Director, including but not limited to staff, patients, patients’ families, other DSH hospitals and Headquarters, other federal, state, county, city, and community entities; maintains confidential and administrative files; tracks the Executive Office daily activities; prepares daily sign-in sheets for the executive members; collects and processes timesheets; supports other clerical and analytical staff for the executive team; and performs minor administrative assignments independently.

Proficiency in operating modern office methods, supplies, equipment and procedures, attention to details, organization skills, and working experience in high-level executive and administrative settings are highly desired. The incumbent is expected to collaborate effectively with various team members; possess strong communication skills in both verbal and written English. Business English and correspondence are an essential part of daily tasks. The incumbent should be able to type at a speed of at least 45 words per minute; navigate among common Office software applications; direct the work of other support staff or temporary personnel; handle with courtesy and tact a wide variety of public contacts both on the telephone and in person; understand and carry out directions following a minimum of explanation; analyze situations accurately and take effective action.

In order to gain list eligibility and be appointed to the Executive Secretary II classification, please follow the link below to the exam bulletin. Failure to take the exam will result in your application not moving forward in our process. Please follow the directions carefully: .

Applicants that meet the recruitment criteria should apply to the Human Resources- Employment Unit no later than Friday, September 4, 2026.

All applicants may be pre-screened for breadth and depth of experience. Only the most qualified applicants may be interviewed based on screening criteria. For this reason, it is especially important that applicants take special care in thoroughly and accurately completing the application.

You will find additional information about the job in the .

Working Conditions

Patton is a forensic psychiatric hospital and was established in 1890 and opened in 1893. DSH-Patton provides treatment to forensically and civilly committed patients within a secure treatment area. The hospital does not accept voluntary admissions.

Special Requirements

• The position(s) require(s) a Background Investigation be cleared prior to being hired.
• The position(s) require(s) Medical Clearance prior to being hired.

Unless there is a specific request to be notified via USPS mail, our main contact will be via email. Email correspondence regarding this job posting will primarily come from [email protected] . It is the applicant’s responsibility to check their email inbox, including junk/spam emails for any correspondence regarding their application status. In addition, applicants are encouraged to keep their CalCareers profile updated with a current telephone number, mailing address, and email.

For experience/education to qualify during the application screening process, and to ensure that minimum qualifications can be determined, applicants should include all employment history on the Examination/ Employment Application (STD. 678) including detailed job descriptions, hours worked per week ,and start/end dates (MM/DD/YYY). Application packages without this information will experience delayed processing times and your eligibility for this position may be impacted.

A completed STD. 678 and any other relevant documents (e.g., unofficial transcript, copy of degree, resume, etc.) should be submitted electronically via your CalCareers account. Please reference Job Control #529542 and indicate the basis of your eligibility in the Examination(s) or Job Title(s) section. SROA and surplus candidates should submit a copy of their letter with their application. Please remove any confidential information (i.e., social security number, date of birth) from your documents prior to submission.

Complete Application Packages (including your STD. 678 and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareers account at . Submitting an electronic application through your CalCareers account is strongly recommended since electronic applications will be received/processed faster than other methods of filing. Please submit only one application. Applicants will be disqualified from the interview process if the STD Form 678 is incomplete. That includes job titles, job duties, work address, time worked at that position, supervisor name, and supervisor phone number.

***Click on the link to complete the Department of State Hospitals Recruitment Survey:

Benefits

Please review the that may also be found on the California Department of Human Resources (CalHR) website. You will find information on the benefits afforded by membership in the Public Employees’ Retirement System (CalPERS), benefits and protections provided to public employees by the State Civil Service Act, and salary ranges and a summary of the Executive Secretary II classification.

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 required and must be included.