Secretary to Commissioner of Community Services

DISTINGUISHING FEATURES OF THE CLASS

An incumbent to a position in this class performs secretarial services for, and under the personal supervision of, the Commissioner of Community Services.  The duties of this position involve the performance of confidential responsible clerical work to relieve the Commissioner of administrative details, arranging conferences and meetings and directing contacts to the proper subordinate officials.  The incumbent must be able to work on a flexible schedule.  Work is performed under general supervision, receiving detailed instructions where policies and procedures have not been determined.  No supervisory duties are exercised.

TYPICAL WORK ACTIVITIES

Acts as receptionist/secretarial support for the Commissioner;

Types correspondence, letters, and other documents or materials relating to the Department;

• maintains effective filing and retrieval system for Commissioner;

Receives and transmits messages and information to and from the Commissioner;

Arranges conferences, appointments, meetings, and travel and maintains schedules of same;

Prepares and routinely handles all sensitive and confidential materials from the Commissioner;

• maintains confidential records and reports;

Receives calls and callers of a public or professional nature relating to all activities of the department;

• determines their needs and transmits factual information to them or directs them to the proper official;

Sorts and disseminates incoming mail;

Provides clerical support for all advisory boards and committee communications including notification of meetings, mailings, correspondence, annual calendar, attendance and meeting arrangements;

• records, types and distributes minutes of these meetings in a timely manner;

Operates a personal computer involving the use of application programs;

Keeps the Commissioner up-to-date and informed of all critical issues related to the department;

Functions in a confidential capacity in the performance of administrative duties as directed by the Commissioner;

May represent the Commissioner at various meetings, functions, etc. when needed;

Performs a wide variety of tasks as may be required to assist the Commissioner in carrying out his/her duties.

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

Considerable knowledge of office terminology, procedures and equipment;

Good knowledge of business arithmetic and English;

Ability to maintain records;

Ability to type on an alphanumeric keyboard at the rate of 35 wpm;

Ability to operate or be trained on a personal computer and other related office equipment;

Ability to understand and carry-out oral and written directions;

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS (cont’d.)

Ability to coordinate office activities to ensure information is disseminated in a timely and efficient manner;

Ability to get along well with others and to establish an effective working relationship with the general public, government officials, diverse groups and populations, etc.;

Ability to deal with complex issues;

Clerical aptitude;

Integrity; tact; confidentiality; motivated; sound judgment;

Physical condition commensurate with the demands of the position.

PREFERRED MINIMUM QUALIFICATIONS

Graduation from High School, GED or Equivalency Diploma and three years of full-time responsible clerical experience in a business atmosphere, including interaction with the public.

NOTE:  Verifiable part-time experience will be pro-rated to meet full-time experience requirements.  Proof of education must be presented at time of appointment.

Salary

$52,045