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Job Description

SECRETARIAL SUPERVISOR

JOB CODE 01040

Effective Date:	11/92A

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to supervise employees in the administrative office of a department or division and perform secretarial and administrative work for the administrator and staff. Direct supervision is normally exercised over a staff of six or more employees. Work involves the supervision and coordination of all office activities and resolution of daily problems; selection, training and evaluation of employees; analysis and improvement of office procedures and operations; and assisting administrative staff in budgeting, reporting, and planning. Work is performed with independence within established policies and procedures. Work is reviewed by senior administrative staff by evaluation of effectiveness in accomplishing work objectives.

ESSENTIAL FUNCTIONS:

• Supervises secretarial and clerical personnel engaged in typing, records keeping, taking and transcribing dictation, and other clerical duties;
• Reviews a wide variety of materials, including reports, letters, and memos for content and recommends changes;
• Oversees the establishment and maintenance of office procedures and records keeping systems;
• Handles requests for general information, complaints, and inquiries regarding policies and procedures;
• Organizes, assigns and reviews the work of office staff and particularly arranges for the accomplishment of peak workloads;
• Performs non-routine and highly skilled secretarial work for an executive or administrator;
• Assists with planning, equipment selection, implementation, and coordination of staff training in work processing and other areas of computerization;
• Conducts studies or evaluation of office procedures and operations and makes recommendations for changes;
• Investigates and resolves problems, disputes, and complaints;
• 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:

• Modern office management practices, procedures, and equipment.
• The principles and practices of personnel management and supervision.

Ability to:

• Perform a broad range of supervisory responsibilities over others.
• Interpret rules, regulations, and policies and makes decisions based upon them.
• Develop and implement clerical procedures from general instructions.
• Work cooperatively with other City employees and the public.
• Communicate orally in the English language with customers, co-workers, and the public in face-to-face one-on-one settings, in group settings, or using a telephone.
• Observe, compare or monitor data to determine compliance with prescribed operating standards.
• Observe or monitor employees' behavior to determine compliance with prescribed operating and safety standards.
• Comprehend and make inferences from written materials in the English language such as Administrative Regulations and Personnel Rules.
• Enter data or information into a terminal, PC, or other keyboard device.
• Produce written documents with clearly organized thoughts using proper English sentence construction, punctuation, and grammar.
• Make decisions in new situations in accordance with rules, regulations, and policies.
• Establish workload priorities for support staff based upon such factors as the need for immediate action, work objectives, work schedules, and knowledge of future needs.
• Work safely without presenting a direct threat to self or others.

Additional Requirements:

• Some positions will require the performance of other essential and marginal functions depending upon work location, assignment, or shift.

ACCEPTABLE EXPERIENCE AND TRAINING:
Four years of progressively responsible secretarial experience, including a minimum of two years of supervisory experience, supplemented by courses in general office practices. Other combinations of experience and education that meet the minimum requirements may be substituted.