DEFINITION

Provides secretarial support to an assigned City department or program management relieving them of a variety of administrative details; performs the more difficult office assistance work; provides information regarding City, department or program activities, policies and procedures; performs other duties as required.

DISTINGUISHING CHARACTERISTICS

The Secretary II class is the second level class in the Secretary series. Incumbents in this class provide secretarial support to large departments or program management that requires a high level of secretarial and clerical skills, are more complex, and require a higher degree of independent judgment than expected of the Secretary I level.

SUPERVISION RECEIVED/EXERCISED

General supervision may be provided by a variety of supervisory and management positions based on the assigned department or program area. Supervisory responsibilities may entail lead supervision of other support staff.

ESSENTIAL DUTIES

Interviews telephone callers and office visitors, including the public and other City employees, providing them with desired information or referring them to appropriate staff; independently prepares correspondence; prepares and types notices, announcements, bulletins and other materials; researches, gathers and compiles information for a variety of reports and records; compiles data for emergency response reports and youth services programs; may prepare crime, investigative, inspection, or other reports and records; establishes and maintains project and confidential files; performs administrative detail work; posts and maintains financial and budget information; catalogs and files materials; issues permits; types resolutions and ordinances; may prepare and distribute legal notices, meeting agendas, and related materials for commissions and committees; opens and screens mail; prepares and types forms; edits and corrects emergency response reports; maintains logs, tracking systems, and time and attendance records; assists with the notification and registration of participants in a variety of program activities; maintains records regarding program participation; may schedule the use of City facilities; schedules appointments; may maintain a variety of court, meeting, and action calendars; updates equipment inventory and maintains records; may receive calls for service; maintains purchase requisition and logs purchase orders; prepares departmental activity reports; prepares payroll information for submission to City finance; provides backup for other office staff as needed.

OTHER DUTIES

Attends commission and other meetings to take notes and prepare minutes

QUALIFICATIONS

Experience/Education

Sufficient experience and education to successfully perform the duties of the Secretary II. A typical way of obtaining the required qualifications is to possess the equivalent of three years of increasingly responsible work experience in providing administrative support and assistance requiring extensive public contact.

Knowledge/Skill/Ability

Knowledge of City policies, rules, and regulations; operations, procedures, rules, and precedents of the City, department, and program where assigned; terminology utilized in assigned department; modern office methods, procedures, and equipment; basic financial recordkeeping techniques; laws and regulations regarding the maintenance, retention, and destruction of public records; account and statistical record keeping; knowledge of the operation of a standard office computer; mathematics; correct English usage, spelling, grammar, and punctuation. Ability to interpret and apply a variety of City rules, laws, and policies with good judgment while carrying out a variety of office assistance and administrative support assignments; take responsibility and exercise good judgment in recognizing scope of authority; perform responsible and difficult office assistance work; perform financial and statistical recordkeeping; prepare clear, concise, and accurate records and reports; prepare correspondence; perform a variety of information gathering and administrative assistance assignments; operate a variety of standard office word processing, spreadsheet, publishing, database management software and an office computers; understand and carry out oral and written directions; maintain good public relations with people contacted during work assignments; establish and maintain cooperative working relationships. Skill to type at a minimum rate of 50 words per minute from clear, legible copy; transcribe copy from a Dictaphone; taking dictation at a rate of 90 words per minute may be required for some positions.

Working Conditions

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement, and fine coordination in the preparing of statistical reports and data, using a computer key board. Additionally, the position requires near vision in reading correspondence, statistical data and using a computer, and hearing is required when providing phone and communicating in person. The need to lift, drag, and push files, computer reports, or other materials weighing up to 25 pounds also is required.

License/Certificate

Possession of a Class C California driver's license by date of appointment.