EXHIBIT A
Page
1 of
2 CLASS SPECIFICATION
CLASS TITLE
:
ADMINISTRATIVE SECRETARY
DEFINITION
:
Under direction, provides varied, complex
and often confidential secretarial and office administration assistance to a department head or
higher
-
level
City official, may provide lead direction and work review for an assigned office support staff; performs related work as assigned.
DISTINGUISHING
CHARACTERISTICS
:
This advanced secretarial class is distinguished from other City office support classes in that the nature, diversity and scope of responsibilities originating from this level of management support requires the frequent use of tact, disc
retion, initiative and independent
judgment
. Responsibilities include regular
contact with government officials, City Council or board or commission members; representatives of business or community organizations, the public and all levels of City personne l to exchange information
and explain administrative policies and procedures.
This class is distinguished from the Legal Secretary to the City Attorney and the Secretary to the City Manager in that the latter classes provide secretarial support for desig nated City officials.
EXAMPLES OF DUTIES:
Duties may include, but are not limited to the following:
•
Performs complex secretarial and administrative support work in support of departmental functions.
•
Provides lead direction, training
and review of assigned office support staff work.
•
Receives and screens visitors and telephone calls, providing information which regularly requires the use of judgement and the interpretation of policies and procedures.
•
Conducts routine research, compiles
data and performs routine statistical analysis.
•
Sorts and distributes mail received by administrative staff.
•
D
rafts a wide variety of documents using a or personal computer.
•
Initiates specified correspondence independently for signature by appropriate man agement staff;
reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
•
Organizes and maintains various administrative, reference and follow -
up files.
•
Organizes meetings by notif
ying participants, making room arrangements and preparing required informational materials.
•
Prepares minutes or summaries of activities of commission and board meetings.
•
Relieves managers and supervisors of certain administrative matters by following up on
projects,
transmitting information, keeping informed of pertinent activities, making appointments and maintaining a calendar.
•
Organizes own work, sets priorities and meets critical deadlines; insures that such deadlines are met by other staff.
•
May provide
relief back
-
up support for clerical staff as required.
R2023-__
EXHIBIT A
QUALIFICATIONS:
Knowledge of:
• Standard office administrative and secretarial practices and procedures including business writing; • The operation of common office equipment, including a personal computer; • Recordkeeping, report preparation and filing methods, correct English usage, inclu ding spelling, grammar, punctuation and vocabulary;
• Standard business arithmetic;
• Basic supervisory principles and practices.
Ability to:
• Providing varied, complex and often confidential secretarial and office administrative assistance to department head level and above management staff;
• Using initiative and independent judgement within established guidelines; • Using tact, discretion and prudence in establishing and maintaining effective working relationships with those contacted in the course of the work;
• Analyzing and resolving administrative situations and problems; • Researching, compiling, and summarizing a variety of informational materials; • Composing correspondence independently or from brief instructions; • Organizing work, setting priorities, and meeting critical deadlines; • Directing and reviewing the work of assigned staff and instructing staff in work procedures.
Education and Experience:
Any combination of education, experience, and training that would provide the best qualified candidates.
A typical way to obtain the knowledge, skills, and abilities would be:
Equivalent to four years of progressively responsible secretarial or office administrative experience.
Business or secretarial training and experience in dealing with governm ental, community and business representatives are desirable.
Special Requirements:
Possession at time of hire and continued maintenance of a valid California Class C driver’s license is required.
Employment Type: Full-Time Classified
Bargaining Unit: NCEA.
FLSA Status: Non-Exempt
Established: July 1990
Amended: March 2007, TBD