Secretary to Executive Director (Citizen Services)

Distinguishing Features of the Class

An incumbent in this position performs secretarial services for, and under the direct supervision of, the Commissioner of Community Services. The work involves confidential and responsible clerical duties intended to relieve the Commissioner of administrative details, including arranging conferences and meetings, managing correspondence, and directing inquiries to appropriate staff.

The incumbent must be able to work a flexible schedule and handle sensitive information with discretion. Work is performed under general supervision, with detailed instructions provided in situations where policies or procedures have not been established. This position does not include supervisory responsibilities.

Typical Work Activities

• Serves as receptionist and provides secretarial support for the Commissioner.

• Types correspondence, letters, reports, and other departmental documents.

• Maintains an organized filing and retrieval system for the Commissioner’s office.

• Receives and transmits messages and information to and from the Commissioner.

• Arranges conferences, meetings, appointments, and travel, maintaining accurate schedules.

• Prepares and handles sensitive and confidential materials on behalf of the Commissioner.

• Maintains confidential records and reports.

• Receives phone calls and visitors related to departmental activities; determines their needs and either provides factual information or directs them to the appropriate official.

• Sorts and distributes incoming mail.

• Provides clerical support for advisory boards and committees, including meeting notifications, mailings, correspondence, annual calendars, attendance tracking, and logistical arrangements.

• Records, types, and distributes meeting minutes in a timely manner.

• Operates a personal computer and related office software applications.

• Keeps the Commissioner informed of all critical departmental issues.

• Functions in a confidential capacity in performing administrative duties as directed by the Commissioner.

• Represents the Commissioner at meetings or functions as needed.

• Performs a variety of clerical and administrative tasks to assist the Commissioner in carrying out departmental responsibilities.

Full Performance Knowledge, Skills, Abilities, and Personal Characteristics

• Considerable knowledge of office terminology, procedures, and equipment.

• Good knowledge of business English and arithmetic.

• Ability to maintain accurate records and files.

• Ability to type on an alphanumeric keyboard at a minimum rate of 35 words per minute.

• Ability to operate or be trained on personal computers and related office equipment.

• Ability to understand and carry out oral and written instructions.

• Ability to coordinate office activities to ensure timely and efficient dissemination of information.

• Ability to work effectively with others and maintain positive relationships with the public, government officials, and diverse community groups.

• Ability to handle complex issues with discretion and professionalism.

• Clerical aptitude and attention to detail.

• Integrity, tact, confidentiality, motivation, and sound judgment.

• Physical condition commensurate with the demands of the position.

Preferred Minimum Qualifications

Graduation from high school, possession of a GED, or equivalency diploma and three (3) years of full-time responsible clerical experience in a business environment involving interaction with the public.

Note: Verifiable part-time experience will be prorated to meet full-time experience requirements. Proof of education must be presented at the time of appointment.

SALARY:

$ 66,295