Executive Assistant (Transfer) id-3873
TRANSFER OPPORTUNITY LIMITED TO CURRENT REGULAR EMPLOYEES IN THIS CLASSIFICATION
Under limited supervision, performs a wide variety of complex, responsible secretarial services and administrative tasks requiring initiative, discretion, independent judgment, which may involve sensitive personal/political contacts; performs related work as assigned.
CLASS CHARACTERISTICS
Incumbents in this class report directly to a Department Director and the allocation of one Executive Secretary per department is typical. While duties of these positions are primarily secretarial in nature, technical tasks are often performed in response to fluctuating departmental needs. Additionally, a continuing evaluation of ways in which the Executive Secretary can relieve the department director of detail work is a primary part of the Executive Secretary's job.
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Essential Functions
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Plans, schedules and performs a variety of complex secretarial services and administrative tasks, often of a confidential nature; opens, screens, prioritizes and routes incoming mail; prepares, types, edits or reviews letters, reports and documents assuring accuracy and proper grammar, punctuation and spelling.
Locates and compiles data for a variety of narrative and statistical reports, devising data collection forms and determining proper format.
Establishes and maintains detailed confidential office records, recordkeeping and filing systems; develops and implements procedures to expedite the flow of work through the office; acts as an intermediary for department head on assigned matters with staff other departments and City officials.
Handles routine and difficult public relations issues on the telephone and in person; responds to complaints and inquiries, exercising judgment concerning department policies, procedures and regulations; screens telephone calls and visitors using discretion in directing callers to the appropriate department staff or agency.
Independently composes and prepares routine correspondence, which may not be subject to review; may act as secretary for one or more boards/committees/commissions, preparing agenda, taking summary or verbatim minutes, maintaining records and transmitting correspondence; assists in preparing agenda items including various supporting documents; may take dictation and transcribe from notes or dictaphone.
Tracks and follows up on communications to and from the staff, Council, citizens and other organizations; schedules and makes arrangements for appointments, meetings, conferences, travel and coordinates the calendar.
Operates a variety of modern office equipment including a computer and/or word processor; orders and maintains an inventory of office supplies and services; receives and disburses petty cash; processes invoices for payment; may participate in preparing and monitoring the budget.
Relieves the department head of routine and moderately difficult administrative details, using judgment and discretion.
May supervise assigned staff. -
Qualification Guidelines
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Education and/or Experience
Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary for acceptable job performance. Example combinations include graduation from high school or equivalent and four years of responsible secretarial and administrative support experience and courses in office administration and secretarial practices.
Knowledge, Skills and Abilities
Considerable knowledge of contemporary office procedures, practices, equipment, and systems; equal employment/affirmative action guidelines and policies; proper business English, grammar, spelling and punctuation; business arithmetic; preparation of reports and correspondence and basic public relations techniques.
Ability to develop and maintain complex record keeping systems; exercise judgment, initiative, tact, courtesy and discretion in dealing with confidential or sensitive matters; work independently; coordinate the work of others; independently perform routine office management duties; communicate effectively orally and in writing; establish and maintain effective working relationships with others; operate automated office equipment, including a computer/word processor and word processing software; type 55 words per minute. -
Special Requirements
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Possession of or ability to obtain a Class C California driver's license and a satisfactory driving record, may be required for some assignments.
Executive Secretary positions requiring dictation will receive a shorthand bonus.
