Administrative Secretary

City of Oceanside•Oceanside, CA

1d•Onsite

About The Position

The City of Oceanside is accepting applications for the position of Administrative Secretary. There is currently one vacancy in the Public Works Department. An Administrative Secretary provides highly responsible, confidential and complex administrative, secretarial, and clerical support to assigned Division Manager as well as other management staff. This role serves as a liaison between the assigned office and other City staff and the general public, screens calls, visitors, and mail, and answers questions and provides information regarding City and departmental procedures and policies. The position also handles sensitive customer complaints and inquiries, participates in administrative duties, researches, compiles, analyzes, and summarizes data for special projects, and prepares comprehensive reports. Responsibilities include verifying and reviewing materials, applications, records, and reports for completeness and conformance with established regulations and procedures, assisting in budget preparation, and compiling budget requests. The role also acts as an office manager, overseeing office functions, supervising and scheduling personnel, assigning work, and reviewing work products. Additionally, the Administrative Secretary identifies and resolves problems, recommends improvements, establishes and maintains files, handles confidential information, maintains department supplies and equipment, manages calendars, coordinates travel, attends meetings, prepares presentation materials and agenda packets, and takes minutes. The position also involves transcribing dictation, composing correspondence, operating office equipment, and utilizing various computer applications and software packages.

Requirements

Modern office procedures, methods and equipment including computers and applicable software applications.
Principles of supervision and training.
Research and analysis techniques.
English usage, spelling, grammar, and punctuation.
Principles of record keeping.
Principles of business letter writing and basic report preparation.
Basic principles and practices of budget preparation and administration.
Methods and techniques of public relations and customer service.
Methods and techniques of proper phone etiquette.
Pertinent Federal, State, and local laws, codes, and regulations.
Mathematical principles and applications.
Perform responsible administrative and secretarial work involving the use of independent judgment and personal initiative.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Plan, organize, coordinate and supervise the work of others.
Implement and maintain standard filing systems.
Maintain and update accurate records and files.
Interpret and apply administrative and departmental policies and procedures.
Independently prepare correspondence and memoranda.
Type at a speed necessary for successful job performance.
Maintain confidentiality of work performed.
Operate and use modern office equipment including computers and supporting word processing and spreadsheet applications.
Research, compile, and summarize a variety of informational materials.
Work independently in the absence of supervision.
Work cooperatively with other departments, City officials, and outside agencies.
Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press or other agencies on sensitive issues in area of responsibility.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective relationships with those contacted in the course of work.
Four years of increasingly responsible administrative and secretarial experience including one year of supervisory or lead responsibility.
Equivalent to the completion of the twelfth grade supplemented by specialized training in office procedures or a related field.

Responsibilities

Provides highly responsible, confidential and complex administrative, secretarial, and clerical support to assigned Division Manager and other management staff.
Serves as liaison between the assigned office and other City staff and the general public.
Screens calls, visitors, and mail.
Answers questions and provides information regarding City and departmental procedures and policies.
Follows up on sensitive customer complaints and inquiries.
Participates in administrative duties relating to the assigned office.
Researches, compiles, analyzes, and summarizes data for special projects.
Prepares various comprehensive reports.
Verifies and reviews materials, applications, records, and reports for completeness and conformance with established regulations and procedures.
Assists in the preparation of the department budget.
Compiles budget requests and recommends expenditure requests for designated accounts.
Serves as the office manager for the assigned office.
Oversees office functions including supervising and scheduling personnel.
Assigns work activities.
Reviews and evaluates work products, methods and procedures.
Meets with staff to identify and resolve problems.
Recommends improvements in work flow, procedures, and use of equipment and forms.
Establishes and maintains a variety of files and records of information pertinent to the administration of the Department and specific programs.
Handles confidential and sensitive information regarding personnel and controversial matters.
Maintains department supplies and equipment.
Contacts vendors and orders supplies as necessary.
Maintains calendar of activities, meetings, and various events for assigned staff.
Coordinates travel arrangements.
Attends a variety of meetings.
Prepares presentation materials for meetings.
Prepares and compiles agenda packets.
Takes and prepares minutes of official board, committee, or commission meetings.
Disseminates information as appropriate.
Takes and transcribes dictation from shorthand notes or recorded dictation.
Independently composes correspondence.
Operates a variety of office equipment including copiers, facsimile machine and computer.
Utilizes various computer applications and software packages.
Enters data, maintains, and generates reports from a database or network system.
Types, creates, proofreads, and edits a wide variety of reports, letters, memoranda, correspondence, and statistical charts using word processing software.