Executive Secretary - Probation Department

Print


Executive Secretary - Probation Department

Salary

$57,248.10 - $81,584.06 Annually

Location

Riverside

Job Type

Regular

Job Number

25-13929-01

Department

Probation

Division

Administration

Opening Date

03/18/2025

Closing Date

3/25/2025 11:59 PM Pacific

ABOUT THE POSITION


The Riverside County Probation Department seeks an Executive Secretary to be assigned to their Riverside location. This position supports three Chief Deputy Probation Officers in the Field Services Division and Special Services Division by performing a variety of legal secretarial, clerical, and/or administrative duties. Additionally, this position serves as the lead secretary for Brown Act Meetings which requires time sensitive public notifications, agendas, and postings as required by the State of California.


The Executive Secretary will maintain and ensure accuracy in Chief Deputies' calendars; schedule meetings; prepare for Chief Deputies' meetings; heavy transcription of meeting minutes and to distribute them promptly; revise and edit documents/correspondence; maintain files; performs related duties as required.


The department seeks a self-starter candidate with attention to detail, excellent organizational abilities, as well as strong writing skills and communication skills; proficient in the Microsoft Office Suite (including Word, Excel, PowerPoint, and Outlook); able to coordinate and set up video calls; experienced in creating graph charts and other visuals using PowerPoint and/or Publisher.


Meet the Team!

The Riverside County Probation Department is a progressive criminal justice agency that believes in continuous improvement, searching and applying evidence-based and best practices, using measurable outcomes to evaluate programs, and doing our utmost to fulfill our mission and make Riverside County a safe and law-abiding community for its citizens. We recognize the value of a qualified, professional, dynamic, and diverse workforce and in building an organization that reflects the progressive community we serve.

EXAMPLES OF ESSENTIAL DUTIES

• Types correspondence, reports, memoranda, legal case records, and documents, orders, payrolls, statistical data (e.g., charts, tables, graphs) from rough drafts, marginal notes, or general instructions.

• Schedules appointments and relieves supervisor of administrative detail, such as, checking time and attendance reports and approving purchase requisitions; assists in carrying out administrative policies and procedures.

• Takes and transcribes dictation from voice recording, shorthand, speedwriting, stenography, or steno script; takes and types minutes of meetings.

• Assembles information from various sources and arranges into proper format; proofreads written materials to identify errors in punctuation, spelling, and grammar; sets up and maintains office files, records and indexes.

• Provides general information to office and telephone callers and/or refers them to appropriate party; maintains control files to monitor the status and expedite the completion of staff assignments.

• Coordinates time, place and participant arrangements for meetings.

• Sorts, screens, prioritizes and routes incoming mail; Maintains office supply inventories and orders supplies.

• May train or orient new employees; May provide lead or full supervision of a small clerical unit; Provides vacation and temporary relief as required.

MINIMUM QUALIFICATIONS

OPTION I

Experience: One year as either a Secretary I or Legal Support Assistant II with Riverside County.


OPTION II

Three years of increasingly responsible, broad and varied clerical experience, one year of which must have been in a secretarial or stenographic capacity performing a wide range of complex legal clerical or stenographic duties. (Completion of 18 semester or 27 quarter units from a recognized college or 360 hours of training from a recognized occupational training program in secretarial sciences, office practices, business education, criminal justice, or a closely related field may be substituted for one year of the non-specialized clerical experience).


OPTION III

Four years of increasingly responsible, broad and varied clerical experience. (Completion of 18 semester or 27 quarter units from a recognized college or 360 hours of training from a recognized occupational training program in secretarial sciences, office practices, business education, criminal justice, or a closely related field may be substituted for one year of the non-specialized clerical experience).


ALL OPTIONS:

License: Possession of a valid California Driver's License is required.


Typing Skills: Must be able to type 50 net words per minute. A typing test may be required.


Knowledge of: Typing layouts and formats; the operation and uses of common and automated office equipment including automatic or memory typewriter, personal computer, word processor, copier; filing systems (chronologic, numeric, alphabetic, subject area, tickler); business English including spelling, punctuation, grammar, capitalization and word usage; record keeping and clerical monitor/procedures; basic office procedures; arithmetic.


Ability to: Operate standard and modern office equipment; proofread and review work for accuracy and completeness; input and retrieve data from computerized record keeping systems; prioritize and route telephone calls and mail; monitor staff assignment deadlines.

SUPPLEMENTAL INFORMATION

Contact Information

For more information regarding the position, please contact the recruiter Letisia Jimenez at (951) 955-5787 or via email at ltjimenez@rivco.org.


________________________________________________________________________________________

APPLICATION INFORMATION

Veteran's Preference 
The County has a Veterans Preference Policy applicable to new hires. To qualify, upload a copy of your (or your spouse's) Member-4 Form DD-214 indicating dates of service, and a copy of your spouse's letter of disability (if applicable) with your application. For privacy reasons, it is recommended that you remove your social security information from the document(s). A Human Resources Representative will review the materials and determine if you qualify for veterans' preference. The Veterans Preference Policy, C-3 is available here:  https://rivcocob.org/board-policies 

 

Reasonable Accommodations
The County of Riverside is committed to providing reasonable accommodation to applicants as required by the Americans with Disabilities Act (ADA) and Fair Employment and Housing Act (FEHA). Qualified individuals with disabilities who need a reasonable accommodation during the application or selection process should contact the recruiter for the position noted above. For additional information and/or to obtain the appropriate form for requesting a reasonable accommodation, please visit the Disability Access Office web page located at: https://rc-hr.com/disability 

 

Proof of Education 
If using education to qualify or when requested by the recruiter, upload a copy of any license(s), official/unofficial transcript(s), degrees, and/or related employment documents to your NeoGov account at the time of application and before the closing date. Official or unofficial transcripts will be accepted.

If your education was completed outside of the United States, you will need to provide a copy of your Foreign Education Equivalency evaluation from a member of the National Association of Credential Evaluation Services (NACES) or Association of International Credential Evaluators, Inc. (AICE).

 

Equal Opportunity Employer
The County of Riverside is an Equal Opportunity Employer. It is the policy of the County of Riverside to provide equal employment opportunities 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.

 

Pre-Employment
All employment offers are contingent upon successful completion of pre-employment requirements including a criminal background investigation, which involves fingerprinting. (A felony or misdemeanor conviction may disqualify the applicant from County employment).  A pre-employment physical examination and background check may be required.

 

Probationary Period
As an Approved Local Merit System, all County of Riverside employees, except those serving "At Will," are subject to the probationary period provisions as specified in the applicable Memorandum of Understanding, County Resolution, or Salary Ordinance. Temporary and Per Diem employees serve at the pleasure of the agency/department head.

 

General Information
Current County of Riverside and/or current employees of the hiring department may receive priority consideration. Qualified candidates may be considered for future County vacancies. 

 

Job postings may close without notice based on application volume. Submit your complete application by the recruitment close date; no late applications are accepted. Ensure all relevant experience/education is reflected on your application/resume, as a failure to demonstrate position requirements may disqualify applicants. A description of job duties directly copied from the job classification or job posting will not be considered.

 

Please read and follow any special application instructions on this posting. Click the 'Apply' link located on this page to submit your application. For additional instructions on the application process, examinations, Veteran's preference, pre-employment accommodation or other employment questions, please refer to our web site, www.rc-hr.com. 

 

If you are experiencing technical problems, you may contact the governmentjobs.com applicant support desk Monday through Friday, 6 am to 5 pm Pacific Time at support@governmentjobs.com or toll-free 1-855-524-5627.

Click here to learn more about the benefits of working for the County of Riverside

MEDICAL/DENTAL/VISION INSURANCE: A choice of different medical, dental and visions plan are available to elect. The County provides a Flexible Benefit Credit contribution as governed by the applicable LIUNA Memorandum of Understanding to contribute towards the cost of these plans.

Note: Employees on assignment through the Temporary Assignment Program (TAP) receive different benefits. See the list here.

MISCELLANEOUS RETIREMENT:  County of Riverside has three retirement Tiers through the California Public Employees' Retirement System (CalPERS).

  • Tier I (Classic Member – Formula 3% @ 60): Applicable to current and former County of Riverside local miscellaneous employees hired prior to 08/24/2012 and did not withdraw CalPERS contributions. The employee contribution is eight (8%) percent.
  • Tier II (Classic Member – Formula 2% @ 60): Applicable to local miscellaneous employees 1) hired after 08/23/2012 through 12/31/2012; 2) Previously employed with another CalPERS contracting public agency or a reciprocal retirement system, with a break in service of less than six months between the separation date with the previous employer and the appointment date with the County of Riverside. The employee contribution is seven (7%) percent.
  • Tier III (PEPRA New Member - Formula 2% @ 62): Applicable to CalPERS local miscellaneous new members hired on or after the implementation of the Public Employees' Pension Reform Act of 2013 (PEPRA) which took effect January 1, 2013. Effective July 1, 2023 employee contributions are 7.25% and will increase to 7.75% effective July 1, 2024.

A new member is defined as any of the following:

  1. A new hire who enters CalPERS membership for the first time on or after January 1, 2013, and who has no prior membership in any California Public Retirement System.
  2. A new hire who enters CalPERS membership for the first time on or after January 1, 2013, and who was a member with another California Public Retirement System prior to that date, but who is not subject to reciprocity upon joining CalPERS.
  3. A member who first established CalPERS membership prior to January 1, 2013, and who is rehired by a different CalPERS agency after a break in service of greater than six (6) months.

CalPERS refers to all members that do not fit within the definition of a new member as "classic members".

Contribution rates are subject to change based on the County of Riverside annual actuarial valuation.

 

Note:

This summary is for general information purposes only. Additional questions regarding retirement formulas can be sent to retirement@rivco.org or by calling the Benefits Information Line at (951) 955-4981,
Option 2.

If you have prior service credit with another CalPERS agency or within agencies, please contact CalPERS at (888) 225-7377 to determine which retirement tier would be applicable to you. CalPERS is governed by the Public Employees' Retirement Law.  The Retirement Law is complex and subject to change.  If there's any conflict between this summary and the law, the law will prevail over this summary.

DEFERRED COMPENSATION: Voluntary employee contribution with a choice between two 457 deferred compensation plan options.

VACATION ACCRUAL (Bi-Weekly Accrual):

0 < 3 year = 80 Hours (10 Days)
4 < 9 years = 120 Hours (15 Days)
10 or more years = 160 Hours (20 Days)

Maximum Vacation leave accumulation is 480 hours.

SICK LEAVE: Four (4) hours Sick Leave accrual per pay period with unlimited accrual.

HOLIDAYS: Normally 12 paid holidays per year

BEREAVEMENT LEAVE: Allowed 5 days (3 days are County paid; 2 additional days can be taken from accrued Sick Leave balance)

BASIC LIFE INSURANCE: Equal to one times annual base salary not to exceed $50,000 of term life coverage. Premiums are paid by the County. Additional Supplemental Life plan is available for employee purchase.

DISABILITY: Short-term Disability benefit pays up to a maximum of $461.54 weekly, payable up to a maximum of 52 weeks.

POST RETIREMENT MEDICAL CONTRIBUTION: A monthly contribution is made by the County towards retiree health insurance offered through the County as governed by the applicable Memorandum of Understanding.

OTHER: There may be other benefit provisions as specified in the applicable Memorandum of Understanding. Please contact the recruiter listed on the job posting directly for more information.

01
I am aware that any false statements made on this questionnaire will disqualify my application for this position. I further understand that all information and responses I provide in this application will be subject to verification through the Computerized Voice Stress Analyzer (CVSA) examination should I move forward in the selection process. I also acknowledge that this record is confidential, and this will be the property of the Riverside County Probation Department.
  • Yes
  • No
02
When was the last time you used PCP, LSD (Acid), Psilocybin (Mushrooms), and/or Peyote?
  • I have never used PCP, LSD (Acid), Psilocybin (Mushrooms), and /or Peyote
  • Within the last twelve months
  • More than one year but less than two years
  • More than two years but less than three years
  • More than three years but less than four years
  • More than four years but less than five years
  • More than five years but less than six years
  • Six years or more
03
Are you currently on any form of court ordered Formal or Summary Probation?
  • Yes
  • No
04
When was the last time you used cocaine?
  • I have never used cocaine
  • Within the last twelve months
  • More than one year but less than two years
  • More than two years but less than three years
  • More than three years but less than four years
  • More than four years but less than five years
  • More than five years but less than six years
  • Six years or more
05
When was the last time you used crystal meth (methamphetamines)?
  • I have never used crystal meth (methamphetamines)
  • Within the last twelve months
  • More than one year but less than two years
  • More than two years but less than three years
  • More than three years but less than four years
  • More than four years but less than five years
  • More than five years but less than six years
  • More than six years
06
As an adult, have you ever been convicted of a felony by a court?
  • Yes
  • No
  • Yes. However, the charge was reduced/expunged
07
Have you ever been convicted of a DUI/ Wet Reckless? If yes, how long ago?
  • I have never been convicted of a DUI/ Wet Reckless
  • Yes. However, the charge was reduced/ expunged.
  • Within the last twelve months
  • More than one year but less than two years
  • More than two years but less than three years
  • More than three years but less than four years
  • More than four years but less than five years
  • More than five years but less than six years
  • More than six years
08
Have you ever been injected with illegal anabolic steroids?
  • Never
  • Within the last twelve months
  • More than one year but less than two years
  • More than two years but less than three years
  • More than three years but less than four years
  • More than four years but less than five years
  • More than five years but less than six years
  • Six years or more
09
When was the last time you used heroin?
  • I have never used heroin
  • Within the last twelve months
  • More than one year but less than two years
  • More than two years but less than three years
  • More than three years but less than four years
  • More than four years but less than five years
  • More than five years but less than six years
  • Six years or more
10
When was the last time you used prescription drugs recreationally?
  • Never
  • Within the last twelve months
  • More than one year but less than two years
  • More than two years but less than three years
  • More than three years but less than four years
  • More than four years but less than five years
  • More than five years but less than six years
  • More than six years
11
Have you ever been convicted of any crime involving any sex offense?
  • Yes
  • I have never been convicted of a crime involving any sex offense
  • Yes. However, the charge was reduced/expunged
12
Are you at least 18 years of age or older?
  • Yes
  • No
13
Select the answer that best describes your current driver's license status:
  • I have a valid California driver's license.
  • I am able to obtain a valid California driver's license.
  • I currently have a valid out-of-state driver's license, and I am able to obtain a valid California driver's license.
  • I do not have and/or I am not able to obtain a California driver's license.
14
Are you a current TAP or regular employee with Riverside County?
  • Yes
  • No
15
Are you a current TAP or regular employee of the Riverside County Probation Department?
  • Yes
  • No
16
Do you possess at least one year as either a Secretary I or Legal Support Assistant II with Riverside County?
  • Yes
  • No
17
How many years of experience do you have performing secretarial or administrative duties in direct support of a manager or managers managing a calendar, coordinating training and travel, proofreading documents, preparing meeting minutes, creating reports, as your primary responsibilities? *If applicable, this experience must be listed on your application/resume.
  • None
  • Less than twelve months
  • More than one year but less than two years
  • More than two years but less than three years
  • More than three years but less than four years
  • More than four years but less than five years
  • More than five years but less than six years
  • Six years or more
18
How many years of experience do you possess of increasingly responsible, broad and varied clerical experience as your primary responsibilities? This includes typing reports and statistical data, answering, prioritizing, and redirecting calls, proofreading written materials, and maintaining complex recordkeeping at a high frequency. *If applicable, this experience must be listed on your application/resume.
  • None
  • Less than twelve months
  • More than one year but less than two years
  • More than two years but less than three years
  • More than three years but less than four years
  • More than four years but less than five years
  • More than five years but less than six years
  • More than six years
19
What is the highest level of education you have from an accredited college or university in secretarial sciences, office practices, business education, criminal justice, or a closely related field?
  • None of these
  • Less than 18 semester or 27 quarter units
  • At least 18 semester or 27 quarter units
  • At least 30 semester or 45 quarter units
  • At least 60 semester or 90 quarter units
  • At least 90 semester or 135 quarter units
  • At least 120 semester or 180 units
  • I have my Associates degree
  • I have my Bachelors degree
  • I have my Masters degree
  • I have my Doctorate degree
20
If you possess a degree, is your degree in English, Journalism, or a similar degree?
  • Yes
  • No
  • I do not possess a degree
21
Have you completed at least or 360 hours of training from a recognized occupational training program in secretarial sciences, office practices, business education, criminal justice, or a closely related field?
  • Yes
  • No
22
How many years of experience do you possess taking meeting minutes? *If applicable, this experience must be listed on your application/resume.
  • I do not possess this experience
  • Less than twelve months
  • More than one year but less than two years
  • More than two years but less than three years
  • More than three years but less than four years
  • More than four years but less than five years
  • More than five years but less than six years
  • More than six years
23
How many years of experience do you possess capturing essential information and condensing key details in an understandable manner without losing its content?
  • I do not possess this experience
  • Less than twelve months
  • More than one year but less than two years
  • More than two years but less than three years
  • More than three years but less than four years
  • More than four years but less than five years
  • More than five years but less than six years
  • More than six years
24
What is your level of knowledge and experience utilizing the Microsoft Office Suite (including Word, Excel, PowerPoint, Outlook, and Publisher)?
  • I have not had experience, education, or training in this area
  • Beginner, I have basic understanding
  • Intermediate, I have sufficient understanding and have applied this knowledge on the job
  • Advanced, I have a full understanding and have a great deal of applied working experience
25
What is your level of knowledge and experience utilizing PowerPoint and/or Publisher? *If applicable, this experience must be listed on your application/resume.
  • I have not had experience, education, or training in this area
  • Beginner, I have basic understanding
  • Intermediate, I have sufficient understanding and have applied this knowledge on the job
  • Advanced, I have a full understanding and have a great deal of applied working experience
26
Are you able to type at least 50 net words per minute? A typing test may be required.
  • Yes
  • No

Required Question

Employer
County of Riverside
Address
County Admin. Center P.O. Box 1569
4080 Lemon St., 7th floor
Riverside, California, 92502-1569
Phone
(951) 955-3500
Website
http://www.rc-hr.com
Job Opportunities
Account
Terms Of Use
Cookie Settings
Accessibility Statement
Copyright © 2025