EXHIBIT C
Page
1 of
2 CLASS SPECIFICATION
CLASS TITLE
:
SECRETARY
DEFINITION
:
Under d
irection, provides varied, routine
to difficult secretarial and office support assistance to City management, supervisory and associated professional staff; may provide lead direction for assigned clerical staff; performs related work as assigned.
DISTINGUISHING CHARACTERISTICS
:
This cl
ass is distinguished from the City’s general office support class in that the nature, diversity and scope of responsibilities originating from assignment of these positions at management or supervisory levels often requires confidentiality and the frequent
use of tact, discretion, 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 lev
els of City personnel to exchange information and explain administrative policies and procedures.
This class is distinguished from the Administrative Secretary in that the latter is a department head level secretarial support class providing administrat ive and secretarial support for a
department head or
higher
-
level
City official.
EXAMPLES OF DUTIES
:
Duties may include, but are not limited to
,
the following:
•
Receives and screens visitors and telephone calls, providing information which may require th
e use of judgment 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
personal computer system.
•
Initiates specified correspondence independently for signature by appropriate management staff; reviews finished materials for completeness, accuracy, format, appropriate English usage, and compliance with policies and procedures
.
•
Organizes and maintains various administrative, reference and follow -
up files.
•
Organizes meetings by notifying 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 ow
n work, sets priorities and meets critical deadlines.
•
Acts as back
-
up relief for other clerical staff; may provide orientation and training for new clerical staff members.
R2023-__
EXHIBIT C
QUALIFICATIONS:
Knowledge of:
• Standard office administrative and secretarial practices and procedures including business letter writing;
• The operation of common office equipment including a personal computer; • Recordkeeping, report preparation and filing methods; • Correct English usage including spelling, grammar, punctuation and vocabulary; • Standard business arithmetic;
• Basic supervisory principles and practices.
Skills in:
• Providing varied, responsible and often confidential secretarial and office administrative assistance to management, administrative and supervisory staff; • Using initiative and independent judgment 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, meeting critical deadlines and following up on assignments with minimum direction;
• 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 three years of progressively responsible secretarial or office administrative experience. Business or secretarial training is 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