Job Description

COUNCIL SECRETARY

(Non-classified)

JOB CODE 06300

Effective Date:	02/05N

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to provide secretarial support in the offices of the City Council. Duties include assistance in preparing the annual EEO/AA Plan, maintenance of district budgets, coordination of various district and citywide special events. Incumbents are required to interact with state legislators, lobbyists, business leaders, constituents, and representatives from various City departments. Considerable judgment and independent action is exercised in establishing or adapting work procedures to new situations. Work is normally reviewed only for results obtained.

ESSENTIAL FUNCTIONS:

• 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 Council person and/or other Council staff by personally contacting participants by phone;
• Types and records information on a variety of activities in a Council district office and answers follow-up inquiries concerning such records;
• Composes and types correspondence on routine matters requiring knowledge of Council district issues;
• 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 clerical assignments;
• 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.
• Operate a duplicating machine requiring continuous or repetitive hand/arm movements to provide needed copies.
• 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.