Secretary to the Commissioner of Administration and Finance

Distinguishing Features of the Class

An incumbent in this position provides executive-level secretarial and administrative support to the Commissioner of Administration and Finance. The role involves performing responsible clerical and administrative duties to relieve the Commissioner of routine office functions, coordinating conferences and meetings, and managing communications with departmental and external contacts.

Work is performed under general supervision, with detailed instructions provided where policies or procedures have not yet been established. The position requires discretion, accuracy, and professionalism in handling confidential information and communications.

Typical Work Activities

• Takes, transcribes, and types correspondence, letters, reports, and other documents related to specialized or technical matters.

• Prepares and processes various forms, departmental orders, and vouchers.

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

• Schedules and coordinates conferences, appointments, and meetings; maintains the Commissioner’s calendar.

• Handles confidential communications and maintains secure records.

• Prepares and maintains departmental personnel records, time reports, and payrolls.

• Assists in the preparation and typing of the Mayor’s annual budget, financial reports, and related documents.

• Maintains confidential filing systems for departmental allocations, funding records, and personnel requisitions.

• Performs a wide variety of administrative and clerical duties to assist the Commissioner in carrying out official responsibilities.

• Performs related work as required.

Full Performance Knowledge, Skills, Abilities, and Personal Characteristics

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

• Considerable knowledge of business English, spelling, and arithmetic.

• Ability to take dictation at 80 words per minute and transcribe accurately at a satisfactory rate.

• Ability to type at a minimum of 35 words per minute.

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

• Ability to establish and maintain effective working relationships with others.

• Ability to organize and maintain records and files with accuracy and confidentiality.

• Professional demeanor, discretion, and dependability.

• Physical condition commensurate with the demands of the position.

Minimum Qualifications

Graduation from high school, GED, or Equivalency Diploma, and three (3) years of full-time responsible clerical experience involving interaction with the public.

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