Job Descriptions

DEFINITION

Under the general direction of the Department Director, to perform responsible coordination, technical and advanced clerical support to departmental operations; provide input and technical assistance to the Department Director and Management Staff, including highly confidential duties, personnel records management and file maintenance.

The nature, diversity, and scope of responsibilities originating from this position require the frequent use of discretion, initiative, and independent judgment.

This classification is assigned to the Confidential bargaining unit for labor relations purposes and is subject to overtime assignments.

SUPERVISION RECEVIED AND EXERCISED

Receives general direction from a Department Director. Will be responsible for functional, technical, or direct supervision over other clerical and/or secretarial staff.

ESSENTIAL FUNCTIONS: Duties may include, but are not limited to the following:

Perform a wide variety of complex, responsible, administrative and confidential duties for Department Director.

Coordinates incoming correspondence, visitors and telephone calls with the availability of a Department Director and other Management Staff.

Coordinates activities to ensure timely submission of documents or information that may be required of several staff personnel to complete a major project.

Exercises considerable judgment in disseminating information, making referrals to the appropriate authority and initiating and composing correspondence.

Researches and compiles confidential and other data for Management staff.

Composes correspondence, complex reports, resolutions, contracts, and other communications for inclusion within the City Council agenda.

Files, cross references and indexes materials; establishes and maintains record keeping systems for departmental records requiring use of a computer terminal.

Provides information to the public and staff regarding City operations and established administrative policies and procedures.

Researches inquiries from staff and the public and compiles information for inclusion in various reports.

Performs the more difficult work of the clerical staff; establishes standards of performance for each position supervised; operates City vehicles; and performs related work as required.

Coordinate work schedules insuring proper coverage in department including each division in the department.

Provide training related to general clerical duties and procedures, as well as departmental work assignments.

Prepare and conduct employee performance evaluations, making appropriate recommendations.

Recommend organizational or procedural changes affecting clerical activities.

Make travel arrangements, maintain appointment schedules and calendars and arrange meetings and conferences.

May take and transcribe oral dictation from shorthand notes or transcribing machine recordings; operate office equipment and word processor.

Participate and assist in the administration of a department; prepare comprehensive reports, compile annual budget requests and recommend expenditure requests for designated accounts.

May serve as Secretary to a board or commission, preparing the agenda, assembling background materials, taking and transcribing minutes of the meetings and performing related support services.

Perform related duties as assigned.

MINIMUM QUALIFICATIONS

Knowledge of:

Advanced word processing, spreadsheet, database, electronic mail, publishing, and other business related computer software applications;

Dictation and transcription;

Correct English usage, spelling, grammar, and punctuation;

Basic mathematics;

Modern office methods, procedures, secretarial practices, and business correspondence;

Filing systems and complex record keeping methods;

Modern office equipment and personal computers;

Appropriate safety precautions and procedures.

Organization, procedures and operating details of the City department to which assigned.

City government organization, functions, policies, rules and regulations.

Principles of supervision, training and performance evaluation.

Ability to:

Assign, supervise, train, evaluate, and correct the work of subordinates;

Perform complex secretarial, clerical and administrative detail work involving independent judgment requiring thorough knowledge of city and department functions and municipal policies;

Take responsibility and use good judgment in the application of authority;

Prepare work schedules based on set parameters.

Plan, organize and schedule work priorities for others.

Supervise and train clerical support staff.

Prepare and conduct employee performance evaluations.

Make recommendations to Department Director related to personnel issues.

Communicate clearly and concisely, orally and in writing.

Read and interpret specific rules, and policies and apply them with good judgment in a variety of procedural situations;

Create clear and comprehensive reports, letters, and memoranda and keep complex records;

Devise or adopt office procedures in response to changing organizational needs;

Type accurately at a speed of 65 words per minute net corrected;

Interact with the City Manager, Department Directors, public agency officials, citizens, businesses and staff in a diplomatic and professional manner;

Maintain the confidentiality of privileged information;

Perform routine and complex mathematical calculations;

Operate a vehicle observing legal and defensive driving practices;

Understand and carry out oral and written instructions;

Establish and maintain effective relationships with those contacted in the course of work.

EXPERIENCE AND EDUCATION

Any combination of training and experience that would provide the knowledge and skills and abilities is qualifying. A typical way to obtain the knowledge and skill and abilities is:

Experience:

Five years of increasingly responsible office support experience, including public contact, detailed report writing, analytical skills, and the full range of technical and advanced administrative duties.

Education:

Possession of an Associate’s Degree from a two-year accredited college, with course work in secretarial science, office management, general business, or related field.

LICENSE AND/OR CERTIFICATES

Possession of a valid California Class C Drivers License at the time of appointment, to be maintained thereafter as a condition of continued employment.

Possession of a typing certificate verifying a typing speed of 65 words per minute net corrected.

PHYSICAL REQUIREMENTS

Performance of the important duties of this position include the following physical demands and/or working conditions: Requires the ability to exert a small amount of physical effort in sedentary to light work involving moving from one area to another; requires sufficient hand/eye coordination to perform semi-skilled repetitive movements, such as typing, filing, data entry and/or the use of commonly used office machines and supplies. Tasks require visual perception and discrimination as well as oral communications ability.