Job Description

SECRETARY III

JOB CODE 00330

Effective Date:	12/92A

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to perform responsible secretarial and varied clerical work. Several positions in this class perform secretarial work for a board, commission, or the City Council, providing supporting material and a final record of proceedings. Considerable judgment and independent action is exercised in establishing or adapting work procedures to new situations. Work is normally reviewed only for results obtained. A Secretary III typically exercises supervision over the work of one to three secretarial or clerical assistants. This class is distinguished from Secretary II by greater participation in the management of an office, the more varied work assignments, and the greater independence with which assignments are performed. It is distinguished from Administrative Secretary primarily by the more limited opportunities to use initiative in coordinating office work and handling routine administrative assignments for a department head, due to the presence of a more senior staff member who serves as office manager and who is responsible for key administrative function for the division or department. Stenography is required of some positions.

ESSENTIAL FUNCTIONS:

• Checks the work of other clerks for accuracy of work product;
• Types documents from clear copy or rough draft on a computer terminal or typewriter;
• Proofreads and edits documents;
• Sorts, indexes, and files materials numerically, alphabetically, or by some other predetermined classification according to established procedures;
• Answers varied inquiries, over the phone or in person, explaining policies and procedures and resolving routine questions or problems independently;
• Performs routine office management details without referral to or direction from a supervisor;
• Acts as an intermediary of one or more supervisors by transmitting instructions from supervisor, and is dictated responsibility for handling specific routine administrative details;
• Checks records and documents for completeness, clerical and mathematical accuracy, and processes for further action;
• Retrieves/tracks files or information from manual or automated files;
• Schedules meetings for supervisory and/or other management staff by personally contacting participants by phone;
• Supervises one to three secretarial or clerical assistants, and trains new employees;
• Types and records information on a variety of activities in a department and answers follow-up inquiries concerning such records;
• Composes and types correspondence on routine matters requiring knowledge of departmental operations and regulations using standardized formats;
• Creates and maintains complex filing systems primarily involving a variety of subject matter;
• Acts as a receptionist, greeting visitors, answering and responding to general inquiries, or directing visitors to the appropriate personnel;
• Operates common office equipment incidental to secretarial assignments;
• Maintains manuals and updates resource materials;
• Serves as a representative of the supervisor, as delegated, in contacts with other employees, officials, and the general public;
• Composes and revises office or work procedures;
• 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:

• Proper business English, spelling, and grammar.
• Office practices, procedures, and equipment operations.

Ability to:

• Understand and follow oral and written instructions given in the English language.
• Comprehend and make inferences from material written in the English language.
• Work cooperatively with the public and other City employees.
• Remain in a sitting position for extended periods of time.
• Operate a typewriter, remote computer terminal, Local Area Network, or other keyboard device.
• Learn job-related material primarily through oral instruction and observation. This learning takes place mainly in an on-the-job training setting.
• Exercise judgment and act independently in establishing or adapting work procedures to new situations.
• Move light objects weighing less than 20 pounds such as mail, supplies, and files.
• Sort, separate, arrange, file, or distribute incoming mail products or material in some prescribed manner.
• Handle routine administrative details.
• Perform a broad range of supervisory responsibility over others.
• Communicate in the English language with individuals in a face-to-face one-on-one setting or by telephone.

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 drivers' 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 and marginal functions depending upon work location, assignment, or shift.

ACCEPTABLE EXPERIENCE AND TRAINING:
Three years of progressively responsible secretarial experience, including training in typing and the use of modern office and document processing equipment. Other combinations of experience and education which meet the minimum requirements may be substituted.