Job Description

SECRETARY TO THE MAYOR

(Non-classified)

JOB CODE 01060

Effective Date:	12/92X

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to direct the operation of the Mayor's Office and exercise supervision over several clerks and secretaries. The incumbent performs a variety of administrative functions for the Mayor including calendar appointment management, personal correspondence, and various bookkeeping activities. An important task is the handling of sensitive and delicate public relations situations with a high degree of firmness and cordiality. Work frequently involves responsibility for making decisions on operating problems and for assuming personal responsibility for the effect of such decisions. Instructions are received from the Mayor or the Special and Executive Assistants to the Mayor on matters of policy. Work assignments usually consist of statements of desired objectives. The work schedule normally includes a variety of after-hours work.

ESSENTIAL FUNCTIONS:

• Supervises secretarial and clerical personnel who are responsible for taking and transcribing dictation, typing reports, keeping records, and performing other clerical duties;
• Serves as the Confidential Executive Secretary to the Mayor;
• Analyzes records and office systems and develops suggestions for improvement;
• Sees that office callers, in person or over the telephone, are courteously greeted and referred to the proper person, or answers their inquiry if possible;
• Interprets departmental rules, regulations, and procedures and also general City rules and regulations which are applicable;
• Oversees the establishment and maintenance of filing systems;
• Compiles data for administrative analysis;
• Compiles agenda for meetings;
• 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:

• Policies and procedures of the work of the Mayor's Office.
• Modern office practices and procedures.
• Business English, spelling, and arithmetic.
• Principles of office management and of standard record maintenance procedures applicable to the Mayor's Office.

Ability to:

• Handle sensitive and delicate public relations situations with a high degree of firmness and cordiality.
• Perform a broad range of supervisory responsibilities over others.
• Communicate orally in the English language with customers, clients, and the public in a face-to-face, one-on-one setting or by telephone.
• Interpret rules, regulations, and policies and to make decisions based upon them.
• Keep complex records.
• Assemble and organize data and prepare reports from such records.
• Produce written documents in the English language with clearly organized thoughts using proper sentence construction, punctuation, and grammar.
• Organize and supervise the work of others.
• Develop, lay out, and implement clerical procedures from general instructions.
• Work cooperatively with others.
• Work safely without presenting a direct threat to self or others.

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:
Four years of progressively responsible secretarial experience (comparable to the level of Secretary III or Administrative Secretary) supplemented by courses in general office practices. Other combinations of experience and education which meet the minimum requirements may be substituted.