Executive Secretary

Class Definition: Highly responsible clerical work involving a variety of routine and complex clerical, secretarial and administrative work in the keeping of official records, providing administrative support to the Mayor of the City and his/her staff, and assisting in the administration of the standard operating policies and procedures of the department.

Distinguishing Features of Work: Working under the direct supervision of the Mayor and his/her Administrative Assistant, the incumbent provides a variety of routine and complex clerical work in the administration of the city government. Typing and/or word processing may vary in the amount from full time to a small amount of time but the necessary part of the work and the materials prepared may be of any variety with respect to subject matter or format. The difficulty and responsibility of other clerical work performed is controlling in allocation to this class. Work often involves application of individual initiative and judgment with review or assistance only upon request in exceptional cases. Work frequently involves complete immediate responsibility for carrying through entire procedure of considerable importance in departmental operations. Work is generally performed independently, but the Mayor and/or his/her Administrative Assistant is generally available for advice in unusual or difficult situations.

Examples of Work: (Note: The following examples of work are only illustrative of the kind of work to be performed by persons of this class and are not intended to be all inclusive or exclusive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.) This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Performs routine clerical and administrative work in answering phones, receiving the public, and providing customer assistance. Answers in-coming calls and routes callers or provides information as required. Operates radios as needed and assists in radio communications; operates base radio as required. Receives the public and answers questions; responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons. Assists in the procurement of department materials and supplies. Operates listed office machines as required. Receives, stamps, and distributes incoming mail, processes outgoing mail; Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness. Inputs data to standard office and department forms; makes simple postings to accounts; compiles data for various reports. Coordinates travel plans for staff. Prepares records such as notices, minutes, and resolutions. Acts as custodian of departmental documents and records. Assists in budget preparation. Establishes and maintains filing systems, control records and indexes using moderate independent judgment. Maintains inventories and orders office supplies and materials, maintains departmental personnel records. Schedules appointments and meetings, and performs other administrative and clerical duties.

Tools and Equipment Used: Phone switchboard; mainframe computer terminal, personal computer including word processing software; copy machine; postage machine; fax machine; base radio; calculator.

Physical Demands: The physical demands described here 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

functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities

required by this job include close vision and the ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

Necessary Knowledge, Skills, and Abilities: Extensive knowledge of office practices and procedures; working knowledge of computers and electronic data processing; some knowledge of accounting principles and practices. Highly skilled in operation of listed tools and equipment; thorough knowledge of modern records management techniques, including legal requirements for recording, retention and disclosure; ability to accurately record and maintain records; ability to establish and maintain effective working relationships with public officials, department heads, co- workers and the general public; ability to communicate effectively verbally and in writing; ability to plan, and organize workload; ability to effectively meet and deal with the public; ability to handle stressful situations.

Qualification Required for Appointment: Graduation from a high school or GED equivalent

with specialized course work in general office practices such as typing, filing, accounting and

bookkeeping, two (2) years of increasingly responsible related experience, or any equivalent

combination of related education and experience. Ability to establish and maintain effective

working relationships with other employees and the general public. Note: The ability to maintain strict confidentiality is a prerequisite for this position. This position is confidential and an employee in this position is entrusted with matters that are intended to be kept confidential or those with secret purposes or which should be kept secret. Such a position leads to a confidential relationship which is fiduciary and presents a sense of duty to prevent undue advantage.

Work Schedule: Per established departmental policy.