1996 AGN JAN 04 I04 - Laserfiche WebLink

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CITY OF COLTON ADMINISTRATIVE SECRETARY DEFINITION Under general supervision, provides varied, complex and often confidential secretarial and office administrative assistance to the Assistant City Manager, Mayor or department head and associated supervisory and professional staff; may provide lead direction to an assigned clerical support staff; performs related work as assigned. CLASS CHARACTERISTIC This advanced secretarial class is distinguished from other City office administrative classes in that the nature, diversity and scope of responsibilities originating from the level of management support often requires the frequent use of tact and discretion, initiative and independent judgment. Responsibilities include regular contact with government officials, City Council or board and commission members, representative of business or community organizations, the public and all levels of City personnel to exchange information and explain administrative policies and procedures. This class is distinguished from the executive secretary position in that the latter provides varied administrative and office support to the City Manager, City Attorney and associated staff. EXAMPLES OF DUTIES Receives and screens visitors and telephone calls, providing information which may require the use of judgment and interpretation of City policies and procedures; researches, compiles and summarizes a variety of informational materials; may independently carry out defined projects in support of assigned department; types drafts and a wide variety of finished documents from notes, brief instructions or printed materials; may use word processing equipment and input or retrieve data and prepare reports from an on-line or personal computer system; initiates specified correspondence independently for signature by appropriate management staff; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage; organizes and maintains various administrative, reference, and follow-up files; assists in annual budget preparation and budget monitoring; may compile budget figures and prepare brief justifications; organizes meetings by notifying participants, making room arrangements, and preparing required informational materials; may take meeting minutes at commission or other meetings; relieves managers and supervisors of certain administrative matters by following up on projects, transmitting information, keeping informed of pertinent activities, making appointments and maintaining calendar, scheduling and arranging for meetings and making travel arrangements; organizes own work, sets priorities and meets critical deadlines; directs, trains, and provides work review for assigned office clerical support staff; reviews and prepares time records for submission to payroll; prepares requisitions, purchase orders and requests for payments.