Under direction, performs a full range of varied complex, sensitive, highly responsible, and confidential office administrative, secretarial, advanced clerical, and routine programmatic support functions of a general or specialized nature in support of assigned programs, division, and/or department with only occasional instruction or assistance; and exercising judgment and initiative, relieves assigned staff of clearly defined and delegated administrative or technical detail.

The Administrative Secretary classification is distinguished from the Secretary class in that incumbents in the Administrative Secretary class perform more difficult and complex administrative support tasks involving a thorough knowledge of the policies and procedures for their functional areas with a significant degree of independent judgment. Incumbents in the Administrative Secretary class are assigned significant responsibility for carrying out administrative and office secretarial duties, frequently of a complex, highly sensitive, and confidential nature in an assigned functional area, often in a rapidly changing environment. Incumbents may also perform technical duties in support of assigned operations.

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Provide responsible and complex administrative and secretarial support to an assigned department or higher level management staff; assist with prioritizing tasks and meeting deadlines.

Perform a wide variety of varied, complex, sensitive, highly responsible, and confidential office administrative, secretarial, advanced clerical, and routine programmatic support functions in support of assigned programs, division, and/or department with only occasional instruction or assistance; relieve supervisor of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.

Plan and organize work activities; recommend improvements in work flow, procedures, and use of equipment and forms; implement improvements as approved; develop and revise office forms and report formats as required; organize and maintain filing systems.

Draft and/or type, word process, format, edit, revise, and print a variety of documents and forms including reports, correspondence, memoranda, agenda items and reports, agreements, ordinances, resolutions, technical and statistical charts and tables, and other specialized and technical materials from rough drafts, dictation, modified standard formats, and brief verbal instructions.

Proofread, verify, and review materials, applications, records, and reports for accuracy, completeness, and conformance with established standards, regulations, policies, and procedures; ensure materials, reports, and packets for signature are accurate and complete.

Serve as liaison between assigned office and the general public, City staff, and outside groups and agencies; provide general and specialized information and assistance regarding assigned function that may require the use of judgment, tact, and sensitivity and the interpretation of policies, rules, and procedures as appropriate; explain programs, policies, and activities related to specific program area of assignment; receive and screen office and telephone callers; calendar appointments; respond to complaints and requests for information relating to assigned responsibilities; refer callers and/or complaints to appropriate City staff for further assistance as needed and/or take or recommend actions to resolve the complaint.

Develop, revise, and maintain standardized and master documents; compose correspondence, reports and informational materials; assist in designing and producing technical information handouts; copy, disseminate, and post documents and information as appropriate.

Participate in the collection, compilation, and analysis of information from various sources on a variety of specialized topics related to assigned programs; participate in the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations.

Maintain accurate and up-to-date offices files, records, and logs for assigned areas; develop, prepare, and monitor various logs, accounts, and files for current and accurate information; maintain and process payroll records.

Compile, prepare, and enter data into a computer from various sources including accounting, statistical, and related documents; creates and maintains computer based tracking information and reports including assigned databases, records, and lists; create standard statistical spreadsheets; inputs corrections and updates; assist in the compilation of reports.

Utilize various computer applications and software packages; enter data; maintain and generate reports from a database or network system; create and administer mailing lists; design, maintain, and utilize data to develop reports using spreadsheet software; create, format, and revise charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing software.

Assist in assembling and preparing the annual budget for assigned area; monitor expenditures against budget; prepare purchase requisitions and requests for payment.

Attend to a variety of office administrative details such as ordering supplies, arranging for equipment repair, transmitting information, and keeping reference materials up to date; organize and maintain office and specialized files in accordance with the City's records management program.

Maintain calendar of activities, meetings, and various events for assigned staff; coordinate activities and meetings with other City departments, the public, and outside agencies; coordinate and arrange special events as assigned; schedule meetings; coordinate arrangements and set up meeting rooms; notify participants; prepare and/or assemble meeting materials.

Coordinate, make, process, and confirm staff travel arrangements; arrange for transportation and accommodations for travel, check and process expense claims.

Prepare special reports and perform special projects that may require researching, gathering, and organizing information from a variety of sources.

As assigned, arrange and coordinate meetings for assigned commission, board, agency, and/or other groups; draft and finalize agendas, minutes, and correspondence; coordinate assembly and distribution of agenda packets; prepare legal notices for publication and mailing; attend meetings and takes, transcribes, and assures proper distribution and filing of minutes, resolutions, and ordinances.

May supervise or evaluate the work of lower level clerical staff; review work for accuracy and completeness.

Perform related duties as required.

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:
Basic functions of public agencies including the role of an elected Council and appointed boards and commissions.
Organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.
Office procedures, methods, and equipment including computers.
Computer applications such as word processing, spreadsheets, and databases.
Principles and practices of fiscal, statistical, and administrative research and report preparation.
Principles and procedures of record keeping.
Principles and practices used in establishing and maintaining files and information retrieval systems.
Principles and practices of sound business communication.
Principles of business letter writing and report preparation.
Basic accounting and bookkeeping principles and practices.
Basic principles and practices of budget preparation and administration.
Mathematical principles.
English usage, spelling, grammar, and punctuation.
Customer service and public relations methods and techniques.
Methods and techniques of proper phone etiquette.
Pertinent federal, state, and local laws, codes, and regulations.

Ability to:
Perform a full range of varied complex, sensitive, highly responsible, and confidential office administrative, secretarial, advanced clerical, and routine programmatic support functions of a general or specialized nature in support of assigned programs, division, and/or department with only occasional instruction or assistance.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Understand, interpret, and apply general and specific administrative and departmental policies and procedures.
Interpret and apply applicable federal, state, and local laws, codes, and regulations.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Type and enter data at a speed necessary for successful job performance.
Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance.
Participate in researching, compiling, analyzing, and interpreting data.
Participate in the preparation of a variety of administrative and financial reports.
Establish, organize, and maintain a variety of specialized files and records.
Independently prepare correspondence and memoranda.
Perform mathematical calculations.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Plan and organize work to meet changing priorities and deadlines.
Understand and carry out oral and written directions.
Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues in area of responsibility.
Effectively represent the City to outside individuals and agencies to accomplish the goals and objectives of the unit.
Work cooperatively with other departments, City officials, and outside agencies.
Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
Work in a team based environment to achieve common goals.
Coordinate multiple projects and complex tasks simultaneously.
Meet the physical requirements to safely and effectively perform the assigned duties.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:
Equivalent to the completion of the twelfth grade supplemented by specialized secretarial training. Additional specialized or college level course work in business administration, office management, or a related field is highly desirable.

Experience:
Four years of increasingly responsible office administrative and secretarial experience. Experience in a municipal government is highly desirable.

License or Certificate:
Possession of an appropriate, valid driver's license.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Confidential
C23
Last Update:1/4/2019
JD 11/2018