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Administrative Secretary
Effective:
10/18/05
Range
S-60
Respirator Class: 3
Definition
Perform a variety of
complex and confidential secretarial and administrative duties for a department
including preparing the monthly payroll, stocking and ordering office supplies,
maintaining and updating various personnel records of all department personnel,
and assisting in the preparation and monitoring of the department budget;
manage the clerical support functions of the department; prepare special
reports and projects as assigned.
Distinguishing Characteristics
This
class is distinguished by the confidential work that is performed as defined by
the Meyers‑Milias-Brown Act. Each Administrative Secretary performs
duties at the highest level specific to each assignment.
Supervision Received And Exercised
- Receive direction from
supervisory or management personnel.
- Exercise direct
supervision over subordinate clerical positions within the department and
functional supervision over clerical positions within the clerical support
system as appropriate.
Examples
Of Essential Duties
Duties
may include, but are not limited to, the following:
- Perform a variety of
complex and confidential secretarial and administrative duties for a
department.
- Perform administrative
assistance, support, and coordination for management.
- Manage the clerical
support function of the department; ensure that work is handled on a
priority basis and completed in a timely manner; check work for accuracy,
correct English usage, completeness, and compliance with instructions.
- Participate and assist
in the administration of a department; handle general and complex
personnel, payroll, purchasing, mail distribution and budget
duties.
- Act as a receptionist;
screen calls and visitors and refer inquiries as appropriate; respond to
complaints and requests for information based upon District policies and
procedures.
- Make travel
arrangements, maintain appointment schedules and calendars, and arrange
meetings and conferences.
- Assist with and
perform a variety of personnel actions, including performance evaluations,
selections, dismissals, transfers, and disciplinary actions.
- Assist in preparation
of the Division’s budget and track expenditures.
- Initiate and maintain
a variety of files and records for information regarding such areas as
payroll, personnel, the budget, and purchasing; maintain manuals and
update resource materials.
- Track due dates for a
range of deliverables, including personnel and regulatory reports.
- Perform specialized
work and provide information to staff related to Human Resources, payroll,
and general District information.
- May manage petty cash
fund, handle disbursements and balance fund.
- Type and/or transcribe
a variety of confidential and non‑confidential written material from
handwritten copy and/or Dictaphone; operate word processing equipment.
- Compose memos,
reports, and other correspondence as requested.
- Research, compile, and
analyze data for special projects and various reports.
- Supervise, train, and
evaluate subordinates.
- Attend and take
minutes of specified meetings in shorthand, speed writing, or by recorder;
transcribe notes and draft in accurate and appropriate format.
- Perform related duties
as required.
Minimum Qualifications
Knowledge
of:
- English usage,
spelling, grammar, and punctuation.
- Modern office methods,
procedures, and equipment including word processing equipment.
- Principles, practices,
and techniques of supervision.
Ability
to:
- Continuously analyze
documents related to department operations such as a budget or materials
requisitions; observe, identify, and problem solve secretarial support
operations and procedures; understand, interpret, and explain department
policies and procedures; explain operations and problem solve secretarial
support issues for the public and with staff.
- Sit at desk and in
meetings, and/or stand at counter for long periods of time on a continuous
basis. Intermittently twist and
reach office equipment; use telephone, write or use keyboard to
communicate through written means, perform simple grasping, lift or carry
weight of 10 pounds or less, and may be required to communicate via mobile
communication device.
- Understand the
organization and operation of the District and of outside agencies as
necessary to assume assigned responsibilities.
- Plan, organize, and
manage the clerical support function of the department to which assigned.
- Communicate clearly
and concisely, both orally and in writing.
- Work cooperatively
with other departments, outside agencies, and the public; interpret and
apply departmental policies, procedures, and rules.
- Type and/or transcribe
from handwritten copy and/or Dictaphone at a speed necessary for adequate
job performance.
- Compile and maintain
complex and extensive records and files.
- Train and supervise
assigned personnel.
- Maintain attention to
detail and produce accurate work while coordinating several concurrent
assignments.
- Work independently and
make effective judgments in the absence of the supervisor.
Experience and
Education:
Any
combination equivalent to experience and education that could likely provide
the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and
abilities would be:
Experience
- Five years of directly
related and increasingly responsible secretarial experience.
Education
- Equivalent to the
completion of two years of Business College.
Licenses and
Certificates:
- May need to possess a
valid California Driver’s License as required by the position.
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