Job Descriptions

DEFINITION

To perform a variety of highly responsible, confidential and complex clerical, secretarial and administrative duties for a department. This classification is assigned to the Miscellaneous bargaining unit for labor relations purposes and is subject to overtime assignments.

DISTINGUISHING CHARACTERISTICS

This is the advanced journey level class in the secretarial series and is distinguished from the Secretary class by the more complex, responsible and sensitive duties assumed related to functioning at a level impacting broader City wide operations and greater consequence of error in completing assigned tasks.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by a Department Director or other professional level position. May exercise direct or indirect supervision over other secretarial or clerical positions.

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

• Perform a wide variety of complex, responsible, administrative and confidential duties for a department head.
• Make travel arrangements, maintain appointment schedules and calendars and arrange meetings and conferences.
• Prepare payroll for the department to interface with City payroll system.
• May transcribe tape dictation from transcribing machine recordings; operate office equipment and word processor.
• Type a variety of materials including general correspondence and memoranda.
• Participate and assist in the administration of a department; prepare comprehensive reports, compile annual budget requests and recommend expenditure requests for designated accounts.
• Initiate and maintain files and personnel records.
• Screen calls, visitors and mail; refer inquiries as appropriate.
• 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.
• Supervise, train and evaluate subordinates as assigned.
• Recommend organization or procedural changes affecting clerical activities.
• Perform related duties as assigned.

MINIMUM QUALIFICATIONS:

Knowledge Of:

• English usage, spelling, grammar and punctuation.
• Modern office methods, procedures and equipment.
• Business letter writing.
• Organization, procedures and operating details of the City department to which assigned.
• City government organization, functions, policies, rules and regulations.
• Basic Personal Computer operations and related word and data processing software.
• Principles of supervision, training and performance evaluation.

Ability To:

• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Communicate clearly and concisely, orally and in writing.
• Compose general correspondence and letters.
• Establish and maintain effective working relationships with those contacted during the course of work.
• Interpret and apply administrative and departmental policies, laws and rules.
• Operate and use modern office equipment.
• Work independently in the absence of supervision and work under pressure to meet deadlines.
• Analyze situations carefully and adopt effective courses of action.
• Plan, organize and schedule priorities in the office.
• Coordinate and maintain effective office procedures and efficient workflows to meet established guidelines while projecting a positive, professional image of the department.
• Process payroll.
• Prepare agendas and agenda items.
• Make travel arrangements.
• Compile and maintain complex and extensive records and prepare reports.
• Maintain confidential data and information.
• Understand and carry out oral and written directions.
• Supervise, train and evaluate subordinates.
• Type at a rate of 65 words per minute (net corrected).
• Transcribe the tape dictation at a speed sufficient to complete work in a timely manner.
• Operate a personal computer and related word and data processing software.

EXPERIENCE AND EDUCATION

Experience:

Three years of experience as a Secretary in a position comparable to a Secretary with the City of Turlock.

Education:

Possession of a High School diploma or GED certificate. Six college units or CEU’s in a related field or scholastic general education (i.e. Speech, Math, English, Science, Foreign Language, etc.) and three college units or CEU’s in Supervision or Management for a total of nine units or CEU’s.

LICENSE OR CERTIFICATE

Possession of a valid California Driver’s License in the category necessary to perform essential duties of the position may be required at the time of appointment. Maintenance of a valid California Drivers’ License and proof of automobile liability insurance is a condition of continued employment.

PHYSICAL REQUIREMENTS

Maintain the following physical abilities: See well enough to read instructions, read fine print and view computer screen; hear well enough to converse on the telephone and in person; use of hands and fingers for use of computer keyboard, filing, writing and answering telephones.

NOTE: In addition to the requirements above, promotion to the Senior Secretary classification will require a test process to validate ability to perform higher level tasks.