Under general supervision, performs a variety of secretarial, advanced clerical, and routine administrative and programmatic work of a general or specialized nature in support of assigned programs, division, or department; relieves assigned staff of clearly defined and delegated administrative or technical detail; and provides information and assistance to other City staff and the general public regarding assigned programs, policies, and procedures.

The Secretary classification is distinguished from the Office Assistant class in that incumbents in the Secretary class perform significant technical and specialized administrative and office support functions with minimal direction and supervision, in addition to providing general clerical support. Incumbents in the Secretary classification perform difficult, responsible, and specialized office and administrative support functions requiring a thorough knowledge of departmental regulations, policies, and procedures. Assigned work requires the use of initiative and judgment in selecting appropriate work methods, interacting with and handling complaints from customers, parties of interest, and the public, and in solving non-routine problems based on knowledge gained through experience. Positions assigned to the Secretary classification may provide lead supervision and training to lower level clerical support staff.

The Secretary classification is distinguished from the Administrative 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.

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.

Perform a wide variety of secretarial, advanced clerical, and routine administrative and programmatic work of a general or specialized nature in support of assigned programs, division, or department; relieve supervisor of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.

Type, word process, format, edit, revise, proofread, and print a variety of documents and forms including reports, correspondence, memoranda, agenda items and reports, agreements, technical and statistical charts and tables, and other specialized and technical materials from rough draft, modified standard format, and brief verbal instructions; develop, revise, and maintain standardized and master documents; independently compose correspondence and other documents.

Screen office calls, visitors, and mail; provide information and assistance including responding to requests for information and assistance; research information related to City regulations and office policies; refer callers to proper authority; assist the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances; may sort and distribute mail.

Maintain calendar of activities, meetings, and various events for assigned staff; make appointments and maintain appointment calendars; coordinate activities with other City departments, the public, and outside agencies; coordinate and process staff travel arrangements.

Verify and review materials, applications, records, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, and reports; provide information and forms to the public; collect and process appropriate information.

Maintain accurate and up-to-date office files, records, and logs for assigned areas; establish and maintain various filing systems.

Compile, prepare, and enter data into a computer from various sources including accounting, statistical, and related documents; create and maintain computer based tracking information and reports including assigned databases, records, and lists; create standard statistical spreadsheets; inputs correction and update.

Operate a variety of office equipment including copiers, facsimile machine and computer; utilize various computer applications and software packages; enter data; maintain and generate reports from a database or network system; input, 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, desktop publishing, and other computer applications; organize and maintain disk storage and filing.

Serve as liaison between assigned office and other City staff, the general public, and outside agencies; provide information and assistance as appropriate; explain programs, policies, and activities; interpret and apply policies and procedures of the division, department, and City as necessary; respond to complaints relating to assigned responsibilities; refer callers and/or complaints to appropriate City staff for further assistance as needed and/or takes or recommends actions to resolve the complaint

Perform a variety of general bookkeeping and clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintain a variety of accounting records, logs, and files; verify, balance, and adjust accounting records.

Participate in developing and monitoring the assigned budget; compile annual budget requests; monitor approved budget accounts.

Recommend improvements in work flow, procedure and use of equipment and forms; implement improvements as approved; develop and revise office forms and report formats as required;

Ensure that all required supplies are available as needed and that the facility and equipment are in proper working order; maintain and order office supplies; prepare purchase requisitions; receive invoices and check for accuracy; process payments.

As assigned, arrange and coordinate meetings; prepare agendas and correspondence; attend meetings and take, transcribe, and assure proper distribution of minutes.

Participate with special projects as assigned; assist in planning, coordinating and implementing assigned programs and events; assist in monitoring assigned programs.

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

Provide assistance in processing payroll for the assigned area; calculate and verify hours on each time card to ensure compliance with applicable contracts; enter hours for all employees into computer; prepare and audit paychecks for accuracy; distribute paychecks to employees and respond to questions and inquiries.

May lead, oversee, and review 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:
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.
Basic 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.
Basic accounting and bookkeeping principles and practices.
Basic principles and practices of budget preparation and administration.
Mathematical principles.
Customer service and public relations methods and techniques.
Methods and techniques of proper phone etiquette.
English usage, spelling, grammar, and punctuation.
Pertinent federal, state, and local laws, codes, and regulations.

Ability to:
Perform a full range of secretarial, advanced clerical, and routine administrative and programmatic work of a general or specialized nature involving the use of independent judgment and personal initiative.
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 and maintain a variety of specialized files and records.
Independently prepare correspondence and memoranda from brief instructions.
Accurately count, record, and balance assigned transactions.
Perform routine 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.
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.
Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues in area of responsibility.
Exercise good judgment in maintaining critical and sensitive information, records, and reports.
Work independently in the absence of supervision.
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 completion of the twelfth grade supplemented by specialized secretarial training. Additional specialized or college level course work in business administration or a related field is desirable.

Experience:
Three years of increasingly responsible clerical, secretarial, and administrative support experience.

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 setting.

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.

Local 39 Non-Supervisory
G19
Last Update: 8/2019
JD 11/2018