Administrative Secretary

Under general supervision, performs a variety of highly responsible secretarial, record-keeping, and administrative support duties for the department head and other administrative staff; performs related duties, as required. Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to the following: Perform a wide variety of complex, responsible, and confidential duties. Screen calls and visitors; refer inquiries as appropriate. Respond to complaints and requests. Interpret City policies, rules, and regulations. Schedule public hearings and meetings; create agendas and take minutes for City meetings and commissions. Draft memorandums and staff reports at the direction of the department head or other administrative staff. Advise the public and staff of City policies, procedures, regulations, and practices. May assist with budget, timesheet, and purchasing duties. Compile and prepare reports. Initiate and maintain a variety of files and records, including payroll, attendance, budget, and expenditure records. Compose correspondence. Maintain manuals and updated resource materials. Maintain appointments and calendars for meetings, conferences, and civic functions; arrange related travel. Establish, improve, and purge departmental filing systems per the City's record retention schedule. May provide clerical support to a board or committee, including agenda preparation, material assembly, and minute-taking. May conduct special studies related to the development and implementation of clerical procedures and policies. Participate in the department's annual budget process and make related recommendations. Review and log department mail and correspondence. Research and compile data for special projects and various reports. May provide support to the Mayor, City Council, and other administrative staff.

Education, Training and Experience Guidelines:

High school diploma or GED, supplemented by sixty (60) college semester units in Business Administration or a closely related field and three (3) years of advanced clerical experience, preferably with a governmental agency. Additional years of advanced clerical experience may substitute for the required education on a year-for-year basis; for the purpose of determining substitution, 30 semester units = 1 year experience.

Knowledge Of:

Modern office methods, procedures, and clerical operations. Record-keeping and records management. Proper English usage, including spelling, grammar, punctuation, and syntax. Organization and project management procedures.

Skill In:

Providing efficient customer service and communicating clearly and objectively, both verbally and in writing. Organizing with the ability to prioritize work and exercise initiative. Thoroughly carrying out oral and written instructions. Using independent judgment, discretion, and confidentiality. Composing clear, concise, and grammatically correct correspondence and memos. Proofreading to identify errors in spelling, grammar, punctuation, English usage, and statistics. Interpreting and applying departmental policies, procedures, and rules. Supervising, training, and evaluating clerical personnel. Effectively dealing with members of the community. Working independently in the absence of supervision. Analyzing situations carefully and utilizing effective courses of action. Compiling and maintaining complex records and preparing reports. Prioritizing and scheduling workload to ensure completion when faced with deadlines or emergencies. Establishing and maintaining effective working relationships with those contacted in the course of work, including City and other government officials, community groups, and the general public. Applying safe work practices. Work is performed in an office environment, in close proximity to other workers. The incumbent shall be exposed to those conditions typically encountered in a business office environment. Physical demands are moderate, primarily involving sitting, standing, walking, lifting, and carrying moderately heavy boxes, or utilizing a hand dolly to lift and transport materials and supplies weighing up to 50 pounds. The incumbent must be able to see and hear within the normal range, with or without correction, and communicate effectively, both verbally and in writing, and must be able to be understood. The incumbent must have the stamina to work long hours and attend night meetings after regular working hours. Must be willing to work an irregular schedule, which may include weekends, holidays, evenings and/or varying hours.