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CITY OF COLTON ADMINISTRATIVE SECRETARY DEFINITION: Under general supervision of a department head, provides varied, complex and often confidential secretarial and office administrative assistance to the department head, associated supervisory and professional staff. DISTINGUISHING CHARACTERISTICS: The Administrative Secretary class is the advanced journey level class in the Secretarial series responsible for 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 by the nature, diversity and scope of responsibilities originating from the level of management support to a department head. This classification is distinguished from the Executive Secretary class in that the latter provides varied administrative and office support to the City Manager and associated staff or the Mayor and City Council. SUPERVISION EXERCISED: May exercise technical and functional supervision over lower level clerical staff' ESSENTIAL FUNCTIONS: (include but are not limited to the following) • 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. • 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, agenda items, and draft ordinances and resolutions. • May independently carry out defined projects in support of assigned department. • Types drafts and a wide variety of finished documents from notes, brief oral instructions or printed materials. • Uses standard office computer equipment for word processing and the input or retrieval of statistical data and other information utilized for the preparation of reports. • Initiates specified correspondence independently for signature by appropriate management staff. • May assist in overseeing department expenditures, processing requests for payment, and coordinating other financial transactions with outside vendors and contractors; may be granted authority to authorize payments within proscribed limits. • 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.