Job Description
Job Description
Job Title: Executive Secretary
Department: Community Development
Reports To: Community Development Director
FLSA Status: Exempt
Prepared by: Human Resources
Prepared Date: 10/2024
SUMMARY
Highly skilled secretarial, record keeping, and administrative support work assisting the Community Development Director to discharge the duties of the office and managing the daily clerical, scheduling, record keeping administrative support work of the Office of Community Development.
NATURE OF WORK
Work involves responsibility for performing difficult and complex secretarial and clerical tasks, and normally involves direct or indirect supervision over the work of a secretarial and/or clerical subordinate. Work assignments are received in the form of suggestions or general outlines. Only unusually important or complicated assignments are reviewed in detail upon completion. Work is characterized by initiative, independence, good judgment, and diplomacy and involves continual inter-organizational relations and extensive public contact. An employee in this class is responsible for performance of functions varied in subject matter and level of difficulty and range from administrative assignments to projects for the Community Development Department. Work requires the application of an extensive working knowledge of the City organization and its programs, services and functions.
ILLUSTRATIVE TASKS
Types documents, correspondence, memoranda, and other papers from handwritten notes, dictation, verbal instruction, or transcription utilizing word processing equipment, desktop publishing, and spreadsheet software as appropriate. Prioritizes, channels and facilitates communication from Commission and Department Heads through the Community Development Department. Attends staff meetings; prepares and distributes notes on meetings as required; performs pre and follow-up work as appropriate to include scheduling and logistics.
Greets and screens visitors and callers, making referrals to appropriate personnel or personally resolving the matter. Provides basic and specific information to telephone and in-person inquiries. Answers the telephone, waits on the public, provides information related to department and/or city policies and procedures, makes appointments and announces callers.
Assists in assembling and preparing data, photographs, charts, maps and other related materials as required by the Director. Assists the Community Development Department /Director on matters such administrative support matters as organization procedures and the general administration of the Community Development Department.
Composes correspondence and memoranda independently. Initiates and maintain a variety of files and records. Briefs Community Development Director on current activities in the office and the City. Research, compiles, and analyzes data for special projects and various reports as directed.
Prioritizes, distributes and processes incoming and outgoing mail for the Community Development Department. Coordinates travel arrangements for the Finance Director. Maintains appointment schedule and makes commitments for the Community Development Director. Notifies staff of directives of the Community Development Director and maintains appropriate files.
Types, proofreads and processes a variety of documents including general correspondence, forms, memos, statistical charts and specialized documents from drafts, notes, verbal instruction or dictated tapes using a typewriter or word processing or computer equipment. Reviews documents for accuracy, completion and conformance to established procedures.
Utilizes personal computers and computer software to perform word processing and spreadsheet functions; prepares and maintains computerized reports. Sorts and files documents and records, maintaining alphabetical, index, and cross-reference files; assists department with photocopying, assembling materials, and simple clerical work when assigned.
Builds and maintains positive working relationships with co-workers, other employees, and the public using principles of good customer service; promotes and represents the City to the public in a friendly, helpful, and professional manner.
Identifies and/or recommends cost control measures in the delivery of all services and functions in his/her department and under his/her area of responsibility.
Performs related work as required.
KNOWLEDGES, SKILLS AND ABILITIES
§ Comprehensive knowledge of office practices and procedures including filing and basic record keeping.
§ Good knowledge of the operation of standard office equipment including work processing and computer equipment.
§ Good knowledge of English usage, spelling, grammar and punctuation.
§ Good knowledge of business letter writing and typing formats.
§ Good knowledge of basic mathematics.
§ Extensive knowledge of the functions of the City Departments and general knowledge of municipal government.
§ Ability to read and interpret documents such as operating equipment instructions, ordinances, and resolutions.
§ Ability to write routine reports and correspondence.
§ Ability to communicate clearly and concisely, orally and in writing.
§ Ability to speak effectively before groups of residents or employees of organization.
§ Ability to interact with public, employees and City officials effectively in a professional, courteous and diplomatic manner.
§ Ability to be a team player.
§ Ability to follow instructions/directions.
§ Ability to communicate clearly and concisely, both orally and in writing.
§ Ability to establish and maintain effective working relationships with those contacted in the course of work.
§ Ability to organize and maintain accurate records and files.
§ Ability to learn the operation, policy and procedures of the City and the assigned department or office.
§ Ability to make decisions in accordance with rules, regulations or policy and apply these to work problems.
EDUCATION
A minimum of a High School Diploma or equivalent is required; Associate’s degree in public administration or higher is desirable. A comparable combination of education and experience may be considered.
EXPERIENCE AND TRAINING
A minimum of five (5) years’ experience at an administrative management level within a government agency or is required.
CERTIFICATES, LICENSES AND/OR REGISTRATIONS REQUIRED
EXPERIENCE AND TRAINING
Must possess and maintain a valid Florida Driver's License.
SPECIAL REQUIREMENTS
Ability to type 40 wpm
Extensive knowledge of computers and proficiency in Microsoft Office Word, Outlook, Excel, and Power Point applications.
Some knowledge of Microsoft Publisher and Access desirable.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
On a continuous basis sit at desk and/or stand for long periods of time. Frequently required to walk. Frequently required to see, hear and talk with employees and the public. Frequently required to read and/or present documents, write or use keyboard to communicate through written means, use a calculator to compute figures. On occasion required to climb or balance, stoop, kneel, crouch, or smell. Intermittently twist and reach office equipment. On occasion required to lift or carry weight up to 30 pounds. Specific vision requirements include close vision, color vision, peripheral vision, depth perception and ability to adjust focus.
__________________________ ____________