Knowledgebase-Administrative Secretary I for the Department of Development Services


Information Product

Title:Administrative Secretary I for the Department of Development Services
Summary:Job description for the position of Administrative Secretary I for Development Services.
Original Author:MTAS
Co-Author:
Product Create Date:08/19/2002
Last Reviewed on::05/02/2017
Subject:Personnel--Classification
Type:Job Description
Original Document:

Reference Documents:

Text of Document: ADMINISTRATIVE SECRETARY I FOR DEVELOPMENT SERVICES

JOB SUMMARY:
Under direct supervision of City Engineer, responsible for performing difficult clerical work requiring a specialized knowledge of departmental operations; and does related work as required.
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ESSENTIAL JOB FUNCTIONS:
Performs clerical functions requiring considerable discretion and specialized knowledge; assists the public with questions requiring knowledge of policies and procedures in person or by telephone; prepares correspondence; prepares completed reports of activities; operates typewriter and other office machines such as calculator, computer, word processing and data entry, microfiche, blue line machine, binding machine, paper cutter, fax machine, xerox and dictaphone. Accept and write receipts for monies; substitute front desk receptionist part-time. Type forms, charts, statements, confidential investigations, (taped or written) letters or memos prepared for signatures by other Department heads; attend staff and board meetings if required; take minutes and transcribe; screen telephone calls, search files, assemble information, compile statistics and maintain statistical records; read proofs; arrange, index and file cards, letters, and documents. Maintains City Engineer's appointment calendar; reserves meeting rooms, makes travel arrangements and room accommodations. Prepare departmental payroll; maintains departmental personnel files and completing necessary paperwork for changes regarding departmental personnel status. Prepares bills to be paid and coordinates with Department heads regarding all budget matters, and maintains accounting procedures. To work independently in the absence of specific instructions or supervision. Read documents and computer screen. Communicate effectively with the public by writing and by telephone. Type 60 words per minute. Lift, carry, and hold up to 10 lbs. of office supplies; push and pull up to 10 lbs. of office equipment. Ability to use tact and diplomacy, and maintain effective working relationships with others.
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OTHER JOB FUNCTIONS:
Responsible for efficient and safe operation, care and appearance of assigned equipment. May be required to be a Notary Public.
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REQUIRED EDUCATION DEGREES, CERTIFICATES AND/OR LICENSE:
High School diploma, including courses in clerical subjects.
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EXPERIENCE, TRAINING, KNOWLEDGE AND SKILLS:
Four years experience in general secretarial work or extensive experience in related field, plus three years continuous experience as an Administrative Secretary II with the City immediately prior to reclassification to this position.