Website California Department of Forestry and Fire Protection
Position Summary:
Under the general direction of the Staff Services Manager I in the Department of Forestry and Fire Protection, (CAL FIRE) Executive Office, the incumbent will perform a variety of administrative duties. This position provides support to the Director, Chief Deputy Director, and State Fire Marshal. This is a highly visible position responsible for sensitive, confidential, and sometimes controversial employee or policy matters requiring a degree of initiative in meeting deadlines as well as the ability to maintain confidentiality on information as it relates to employer-employee relations in connection with the duties performed.
Key Responsibilities:
- Relieves the Executive Team of administrative detail and coordinates the flow of information and involvement of the Director, Chief Deputy Director and State Fire Marshal in policy and program issues.
- Gathers and analyzes information on the activities of Departmental programs for determination of conformance with administrative policy and the process of policy formation through special studies and investigations and prepares administrative reports; assists in the collection and analysis of data in the process of policy formation.
- Briefs the Executive Team on major events as needed.
- Attend union and/or control agency meetings; taking notes as needed for union negotiations relative to grievances, contact interpretations, policies, procedures, management decision, etc.
- Maintains system of official delegations of authority; interprets Directorate policy; may participate in staff meetings as necessary; develops agendas and supporting documentation for meetings and takes minutes at executive meetings; prepares all back up material needed for meetings each day; obtains and prepares extensive information from departments, groups, and individuals to assist and prepare the Executive Management in advance of his/her meetings, conferences, and speaking engagements; and correspondence, by
identifying, gathering, and preparing information from various sources; reviews and proof reads all outgoing correspondence prepared for the Executive Team signature to ensure conformance with Departmental polices. - Functions as a technical advisor in the preparation of correspondence requested by the Executive Management.
- Prepares letters and memorandums, independently and/or from general instructions, for signature.
- Participates in special projects assigned by the Executive Team, including preparation of reports and briefings, preparation of research materials related to special projects including, but not limited to, gathering relevant files in preparation for bargaining, maintaining spreadsheets and statistical reports.
- Reviews incoming correspondence, identifies priority of items of critical concern to the Executive Team, and assigns to appropriate staff for action or preparation of response to Executive signature.
- Handles all controlled correspondence from the Governor’s Office and the Resources Agency; assigns correspondence to appropriate Deputy Director for reply; keeps suspense file and tracks all correspondence.
- Signs documents when appropriate.
- Coordinates, reviews, and prioritizes all commitments for the Executive Management; prepares and reviews all calendar requests for with the authority to independently schedule or cancel any given commitment.
- Handles all travel arrangements, itineraries, and travel claims, including justifications for the Executive Team.
- Tracks Executive budget, purchase orders, and invoices using Fi$cal and Excel spreadsheets.
- Screens all telephone calls and visitors to the Executive Office.
- Maintains all files and updates policy manuals within the Executive Office.
- Follows-up with professional staff on assignments and requests made by the Executive Team to ensure timely completion.
- Handles confidential information appropriately, including controversial matters.
- Serves as liaison between Governor’s Office, Resources Agency, the Legislature, Legal, and other state agencies and the Directorate to handles all complaints, comments, and confidential
information from all Department divisions for the Board of Forestry Report and other various reports. - Assembles reports in final form for the Executive Management to present at the various Board meetings; transmits reports to Executive Team for distribution to all board members prior to the meetings; and performs other duties as required.
- Other job-related duties as required