Knowledgebase-Executive Secretary II


Information Product

Title:Executive Secretary II
Summary:Job description for the position of Executive Secretary II for Engineering and Development Services.
Original Author:MTAS
Co-Author:
Product Create Date:09/24/2002
Last Reviewed on::05/03/2017
Subject:Personnel--Classification
Type:Job Description
Original Document:

Reference Documents:

Text of Document: JOB TITLE: Executive Secretary II
DEPARTMENT: Engineering and Development Services
REPORTS TO: Director of Engineering and Development Services

PRINCIPAL PURPOSE OF JOB: Independently performs a wide variety of the most complex clerical and administrative duties including typing, filing, and recordkeeping, and the independent maintenance of office and administrative details for the Director of Engineering, the Director of Public Works, assigned Committees and Boards, and other staff in the Engineering Department. Fills in for the Legal Secretary in her absence.

LEVEL OF AUTHORITY: Performs routine duties independently, setting priorities and scheduling own work in accordance with established and general policies and procedures requiring regular interpretation. Is responsible for sound judgment, thoroughness, and competence, where failure to perform effectively and efficiently could have serious impact on City operations, public relations, and the efficient use of resources.

WORK ENVIRONMENT: Work is performed in an office setting.

ESSENTIAL JOB FUNCTIONS
Act as confidential secretary to the Director of Engineering and Development Services and the Director of Public Works. From dictation, handwritten drafts, or verbal instructions, type or otherwise prepare a variety of City correspondence and reports. Maintain appropriate records. Arrange appointments, meetings, and conferences, as directed.
Assist in researching past correspondence. As directed, compile data from various sources and make summary reports as required. May involve mathematical calculations using established formulas and equations, such as averages and conversions.
Fill in as necessary for the Legal Secretary to perform secretarial work for the City Attorney.
Maintain excellent public relations through communications with public and other departments and agencies. Respond courteously to inquiries, provide information within scope of responsibility, and refer calls as appropriate to other parties.
Occasionally greet visitors to the City, such as consulting engineers.
For departmental projects, stay familiar with generalities and the scope of project so as to respond to general questions from the public, other departments, and agencies. Contact various state and county agencies to obtain information regarding requirements and regulations.
Proofread own material and that of others to assure proper layout, arrangement, grammatical composition, spelling, and inclusion of all pertinent information.
Use data base program for recording such things as the small works roster, engineering proposal requests, and consultant proposals.
As authorized, make departmental purchases, prepare purchase orders, and verify authorization.
Open and distribute mail.
As appropriate, devise and adapt improved work methods and procedures to accomplish work assignments.

ADDITIONAL JOB FUNCTIONS
May perform portions of the work of higher classified positions occasionally, as assigned.
May perform duties of similar complexity in any City department as required or assigned.

QUALIFICATIONS

Technical
Must type 65 wpm with accuracy and transcribe from dictation, a Dictaphone, hand-written drafts, or verbal instructions.
Must be able to operate a personal computer and learn quickly to use the software programs of the department.
Must have a sound knowledge and ability in business correspondence, and an ability to proofread the grammar, spelling, and punctuation of self and others with high degree of accuracy.
Must have broad knowledge of general office skills and equipment as evidenced by a combination of course work and experience as a confidential secretary in a comparable environment.
Must be able to quickly acquire knowledge of the purpose, functions, and procedures of assigned departments and applicable City procedures and practices, such as the terminology related to public works and engineering and the municipal code.
Must be willing to learn the general functions of all City departments so as to be able to refer people to the appropriate department to handle their concern.
Must be able to do basic mathematical computations with a high degree of accuracy.
Must have a high school diploma or equivalent as indication of basic math and grammar knowledge, and a relatively well-rounded exposure to general education.
Desirable to have valid Washington State driver's license.

Physical Capabilities
Ability to sit at work station for extended periods and look at a computer screen for up to a full shift.
Ability to stand, walk, and drive as needed throughout day.
Occasional ability to lift, carry, and put away parcels.
Hearing ability sufficient, for example, to take minutes in a general meeting and to monitor several audible communications devices, such as telephone, fax, and radio, throughout day while performing other duties.

Other Capabilities
Ability to monitor a number of ongoing projects and keep track of and meet deadlines.
Ability to communicate effectively with diverse and sometimes irate individuals.
Ability to perform secretarial work for a variety of people, while organizing priorities and maintaining appropriate confidentiality.

Use of Tools and Equipment
Standard office equipment including personal computer, two-way radio, fax machine, copier, 10-key calculator, and Dictaphone.

OTHER
As an absolute condition of employment, employees are required upon hire to sign a drug-free workplace agreement and an agreement not to use tobacco products in any form, both on and off the job.
The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the work load.
Following an offer of employment, and prior to starting work, individuals must have a pre-employment physical examination by a physician designated by the City of Anacortes. The examination will be paid for by the City. Satisfactory clearance to perform essential job functions will be required for employment.