Performs executive secretary functions on behalf of and for a department or division head and the respective department. Manages department/division administrative support processes and projects.
The following statements are illustrative of the duties and responsibilities of the job. The organization retains the right to modify or change the duties and responsibilities of the job at any time.
Knowledge, Skills, & Abilities:
- Receives general supervision typically by a department or division director.
- May exercise direct or indirect supervision over one or two administrative support positions.
- Establish and maintain office management systems, processes, forms, and standard operating procedures; monitor and evaluate administrative support processes and policies to ensure conformance with department policies and expectations.
- Perform confidential and high-level administrative work on behalf of department head and other managers; act as assistant for department head handling phone calls and inquiries directly, resolving customer or citizen complaints, and directing inquiries to other resources.
- Make meeting and travel arrangements including communicating with agents, planners, and facilities to coordinate arrangements and ensuring all plans are accurate; prepare travel vouchers and reports.
- Compose and research original correspondence regarding policy and procedural questions, department position, difficult customer or citizen complaints, and other similar issues on behalf of department management.
- Track and analyze the department budget; prepare and review periodic status reports; brief managers on budget and issues; monitor small department/division grants; prepare and review purchase requisitions.
- Conduct research into a variety of administrative issues individually or as part of project team; develop options and alternatives and present recommendations; implement final results.
- Administer confidential personnel processes and related files; prepare and monitor personnel action forms.
- Respond to requests for information from the public and the media; produce news releases and media briefings.
- Prepare and distribute meeting agendas and related materials; take, tape, and/or transcribe meeting minutes.
- Represent the department and/or City in interdepartmental, interagency, community, and professional meetings as required.
- Perform other duties as appropriate or necessary for performance of the job.
- Communicate clearly and concisely, both verbally and in writing.
- Read and comprehend department and County rules, regulations, policies, and standard operating procedures.
- Interpret and apply a variety of complex organizational policies and procedures.
- Work closely with and on the behalf of executive managers.
- Perform duties independently without close supervision.
- Provide professional customer service to clients and public.
- Organize material and present information clearly and concisely in verbal and written form.
- Effectively respond to conflict situations and people in conflict.
- Perform typing functions within required words per minute.
- Operating routine office equipment including, but not limited to, personal computers, copiers, multi-line telephone systems, calculators, fax machines, typewriters, and transcription equipment.
- Modern office practices and procedures.
- English language, proper grammar, punctuation, and spelling in other oral and written communication. Current business letter writing techniques and methods.
- Intermediate level software and business applications including, but not limited to, word processing, spreadsheets, presentation software, and databases.
- Department and County rules, regulations, policies, procedures, and standard operation procedures.
- Standard bookkeeping practices and methods including accounts payable, accounts receivable, payroll, and journal entries.
- Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.
- Equivalent to the completion of the twelfth grade supplemented by additional secretarial or office administration coursework.
- Five years of experience in a directly related field or in the performance of similar duties and responsibilities as a senior level secretary.