UPD Executive Assistant

Under general supervision of the Division Chief and/or Assistant Division Chief, of the State Controller's Office (SCO), Unclaimed Property Division (UPD) , the UPD Executive Assistant will perform a wide variety of administrative, consultative, and analytical duties, and provide support to SCO,UPD executive management team, vendors, and other high-level officials within the SCO and outside agencies. The UPD Executive Assistant will also provide support related to the UPD's operational and administrative needs, as well as those of the SCO's Executive Office as they relate to UPD. The incumbent, operating at the first-journey level analyst class and exercising a high degree of independence, performs a full range of duties.

Duties Performed:
(Candidates must perform the following functions with or without reasonable accommodations.)

• Provide analytical andadministrative support to the Division Chief and/or Assistant Division Chief. Administrative functions encompass evaluating and coordinating meeting schedules and calendars, assessing inter-office communication channels, analyzing stakeholder engagement strategies, and systematically documenting and disseminating meeting minutes. Maintain rigorous analytical precision to ensure organizational efficiency and punctuality. Additional responsibilities involve scheduling and securing travel arrangements, coordinating meeting engagements, evaluating executive reports and documents, assisting in agenda formulation, preparing and circulating presentation materials, documenting and releasing approved notes, tracking action item progression, designing and managing email distribution frameworks, and organizing subsequent engagements.

• Systematically track, assess, and monitor assigned division initiatives, action items, and projects. Analytically evaluate whether project objectives and milestones are achieved and develop comprehensive project status reports based on data-driven insights as needed.

• Serve as an analytical intermediary between the Division Chief, Assistant Division Chief, Bureau Chief(s), and administrative staff, addressing a broad spectrum of issues including facilitating memos to the Executive Office, compiling production metrics, workload dynamics, operational challenges, personnel matters, and special projects. Provide informed insights and recommendations based on evaluated data.

• Review and interpret departmental policies and updates from the Executive Office, analyzing their implications and offering evidence-based recommendations to Division management regarding their impact or potential influence on divisional operations.

• Maintain the UPD Executive Office mailbox and respond to inquiries and requests.

• Conduct in-depth analysis and research, consulting with management to address division inquiries from constituents. Formulate data-supported recommendations for responses based on evaluated findings.

• Review and analyze documentation packages on behalf of the Division Chief, Assistant Division Chief, and management team for submission to the Executive Office for approval. Provide analytical guidance on the routing process, assess information for coherence, propose edits grounded in evaluations, monitor progress, maintain detailed records, and ensure timely execution of time-sensitive materials through systematic tracking.

• Assist in review of budget analysis and projections to monitor the Division's budget allotments and spending.

• Draft and review various personnel documents for Division management such as Duty Statements, Job Opportunity Bulletins, and Justification Memorandums.

• Perform other work-related duties as required. This may include but is not limited to: Attend workgroup committee meetings, and other problem-solving meetings to document and help in the process of developing best practices, policies or procedures. Attend various meetings to stay aware of relevant issues. Participate in presentations. Use various databases and software applications to perform job tasks and participate in training on new technologies as needed. Collaborate with staff to create, monitor, and update various documents, databases, tables, and charts.

• ANALYST I

• Job Application Package Checklist
• Duty Statement

• 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 optional. It may be included, but is not required.

• Demonstrate a high degree of initiative and analytical ability.

• Ability to work independently or as part of a team.

• Ability to deal with multiple tasks and changing priorities.

• Ability to provide customer service utilizing effective and professional communication.

• Must be dependable, punctual, and flexible to work under demanding conditions.

• Good typing and word processing/computer knowledge and experience with various Microsoft computer software programs (Outlook, Word, Excel, and Access).

• Excellent organizational and research skills with attention to detail.

• Ability to work quickly and accurately under pressure.