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Job Description

SECRETARY I

JOB CODE 00310

Effective Date:	12/92X

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to perform routine secretarial assignments or a series of clerical and secretarial tasks. Some positions will require the ability to transcribe taped material at a skilled typing speed or take and transcribe stenographic dictation. A Secretary I serves under a senior secretary who delegates and reviews most assignments, or will be assigned to a small office with limited organizational and program responsibilities, where typically an administrative supervisor oversees the duties performed. As more routine tasks are mastered, assignments of increasing difficulty are made. A Secretary I may check the work of a small group of clerical employees and assist with training of new employees but does not exercise regular supervision over others. This class is distinguished from the Typist II class by the regular performance of secretarial tasks for one or more supervisors, and distinguished from the Secretary II class primarily by the less complicated and more restricted clerical and secretarial assignments and responsibility.

ESSENTIAL FUNCTIONS:

• Takes and transcribes dictated material from stenographic notes or tapes;
• Types various documents from clear copy or rough drafts;
• Schedules meetings, prepares reference material and provides minutes of proceedings;
• Acts as receptionist, answering written and oral requests for routine information, receiving telephone and personal callers and routing them to the proper employees;
• Takes reports from the public and secures necessary information for appropriate action;
• Transmits instructions from supervisor;
• Maintains various records and prepares standard reports from such records;
• Verifies records and documents, checking for clerical and mathematical accuracy and completeness and processes for further action;
• Receives and distributes incoming and outgoing mail;
• Sorts and files correspondence and other materials alphabetically or by other predetermined classification and retrieves filed materials;
• Assists supervisor by making appointments and travel arrangements;
• Maintains inventory of office supplies and replenishes stock when necessary by completing requisitions;
• Operates common office equipment, including remote computer terminal, incidental to clerical and typing duties;
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Required Knowledge, Skills and Abilities:

Knowledge of:

• Business english, spelling and arithmetic.
• Modern office practices, procedures and equipment.

Skill In:

• Operating a typewriter and other common office equipment.
• Taking and transcribing dictation from tape or stenographic notes (required for some positions).

Ability To:

• Make arithmetical calculations such as addition, subtraction, multiplication and division.
• Learn assigned clerical tasks readily, adhere to prescribed routine, develop some skills in the operation of other common office equipment.
• Maintain clerical records and compile reports from this information.
• Work cooperatively with the public and other City employees.
• Communicate in the English language with individuals in a face-to-face, one-on-one sitting or by telephone.
• Work safely without presenting a direct threat to self or others.
• Operate a typewriter, PC, or other keyboard device.
• Understand and follow oral and written instructions given in the English language.

Additional Requirements:

• Some positions require the use of personal or City vehicles on City business. Individuals must be physically capable of operating the vehicles safely, possess a valid driver's license and have an acceptable driving record. Use of a personal vehicle for City business will be prohibited if the employee is not authorized to drive a City vehicle or if the employee does not have personal insurance coverage.
• Some positions will require the performance of other essential or marginal functions depending upon work assignment, location, or shift.

ACCEPTABLE EXPERIENCE AND TRAINING:
Two years of basic clerical experience, including training or experience in typing. Other combinations of experience and education which meet the minimum requirements may be substituted.