Knowledgebase-Executive Secretary City Manager's Office


Information Product

Title:Executive Secretary City Manager's Office
Summary:Job description for the position of Executive Secretary City Manager's Office.
Original Author:MTAS
Co-Author:
Product Create Date:09/24/2002
Last Reviewed on::05/31/2017
Subject:City manager government; Personnel--Classification
Type:Job Description
Original Document:

Reference Documents:

Text of Document: JOB TITLE: Executive Secretary - CMO
DEPARTMENT: City Manager’s Office
EXEMPT
FULL-TIME
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JOB SUMMARY:
Under direction of the City Manager, Deputy City Manager, and/or Assistant to the City Manager, performs executive secretarial work requiring specialized knowledge of city operations; extensive public contact with citizens, officials, and employees, by telephone and in person; and does related work as required.
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ESSENTIAL JOB FUNCTIONS:
Performs executive secretarial functions requiring considerable discretion and specialized knowledge of operations in departments and City Manager’s Office; assists the public, city officials, and employees with questions requiring knowledge of policies and procedures. Conducts research, makes effective decisions, and works independently to complete assignments and respond to inquiries in the absence of specific instructions or supervision. Communicates courteously and effectively with the public, city officials, and other city employees, in person, in writing, and by telephone, even under stressful conditions. Uses diplomacy and tact, and maintains effective working relationships; functions well in small team environment with high profile assignments and multiple short deadlines. Assists with payroll and maintenance of personnel files for Asst. to City Manager’s staff, including status change requests. Prepares correspondence and activity reports; operates computer for word processing and data entry, typewriter and other office machines such as calculator, binding machine, paper cutter, fax machine, Xerox and Dictaphone. Types forms, charts, statements, letters or memos prepared for signatures by City Manager, Deputy City Manager, and other City Manager’s Office personnel; screens telephone calls, searches files, assembles information, compiles statistics and maintains statistical records; reads proofs; arranges, indexes and files letters, and documents. Maintains appointment calendars as required; reserves meeting rooms, makes travel arrangements and room accommodations. Prepares bills to be paid, maintains proper accounting procedures. Reads documents and computer screen. Lifts, carries, and holds up to 10 lb. of office supplies; pushes and pulls up to 10 lb. of office equipment.
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OTHER JOB FUNCTIONS:
Responsible for efficient and safe operation, care and appearance of assigned equipment and general office space.
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REQUIRED EDUCATION DEGREES, CERTIFICATES AND/OR LICENSE:
High School diploma, including courses in clerical subjects; college degree preferred. May be required to be a Notary Public.
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EXPERIENCE, TRAINING, KNOWLEDGE AND SKILLS:
Four years experience in managerial secretarial work or extensive experience in related field. Types 60 words per minute.