Executive Secretary

City of National City•National City, CA

5d•Onsite

About The Position

Under direction, to perform a variety of specialized and difficult clerical and administrative duties for department head requiring knowledge of specialized subject matter; and perform related duties as required. The following duties and responsibilities are representative of those typically performed by positions assigned to this classification. Any single position may not perform all of these duties and/or may perform similar related tasks not listed here. Provides a variety of secretarial and administrative support duties requiring the use of independent judgment and discretion. Types correspondence, forms, reports, agendas, requisitions, and other related materials from rough draft, marginal notes, machine recordings, or oral instructions. Takes and transcribes minutes of conferences and meetings; maintains calendars and schedules and coordinates meetings. Performs routine administrative duties such as scheduling, timekeeping, personnel, and budgetary details. Composes routine letters; provides clerical support to a paid board or commission, including preparing agendas and compiling background materials, following up action items, and maintaining files. Maintains confidential files, records, and logs; screens visitors and telephone calls by furnishing information requested or by referring to appropriate source. Operates word processing equipment to store and retrieve information and to prepare correspondence and reports. Provides routine information to the public and other governmental officials and agencies. Acts as intermediary on assigned matters with the staff of City departments and board or commission members. Keeps inventory of supplies on hand and prepares requisitions for supplies and services when necessary. Reviews materials submitted to determine that all relevant data, signatures, and other required details are included. Supervises, trains, and evaluates subordinate clerical personnel.

Requirements

Graduation from high school, including or supplemented by courses in office practices, typing, and stenography.
Four (4) years of progressively responsible secretarial experience involving frequent public contact.
Knowledge of modern office practices, procedures, and terminology.
Knowledge of letter and report writing.
Knowledge of statistical and recordkeeping methods.
Knowledge of correct English usage, spelling, and punctuation.
Knowledge of operations of assigned departments.
Knowledge of basic functions and organization of municipal government.
Ability to communicate effectively.
Ability to utilize word processing equipment efficiently.
Ability to operate transcribing machines or take dictation.
Ability to type at a net rate of 55 words per minute from clear, legible copy.
Ability to employ independent judgment and make sound decisions in accordance with established procedures.
Ability to understand and interpret departmental policies and procedures.
Ability to work independently.
Ability to supervise and train clerical personnel.
Ability to establish and maintain effective working relations with all levels of staff, elected officials, board or commission members, and the general public.

Nice To Haves

Possession of an approved certificate, less than one (1) year old, indicating an ability to type at a net rate of 55 words per minute and take dictation at a rate of 80 words per minute may be required.

Responsibilities

Provides a variety of secretarial and administrative support duties requiring the use of independent judgment and discretion.
Types correspondence, forms, reports, agendas, requisitions, and other related materials from rough draft, marginal notes, machine recordings, or oral instructions.
Takes and transcribes minutes of conferences and meetings; maintains calendars and schedules and coordinates meetings.
Performs routine administrative duties such as scheduling, timekeeping, personnel, and budgetary details.
Composes routine letters; provides clerical support to a paid board or commission, including preparing agendas and compiling background materials, following up action items, and maintaining files.
Maintains confidential files, records, and logs; screens visitors and telephone calls by furnishing information requested or by referring to appropriate source.
Operates word processing equipment to store and retrieve information and to prepare correspondence and reports.
Provides routine information to the public and other governmental officials and agencies.
Acts as intermediary on assigned matters with the staff of City departments and board or commission members.
Keeps inventory of supplies on hand and prepares requisitions for supplies and services when necessary.
Reviews materials submitted to determine that all relevant data, signatures, and other required details are included.
Supervises, trains, and evaluates subordinate clerical personnel.