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Nature of Work

This is highly advanced secretarial and administrative work for the City Manager. The incumbent works in a very active executive office environment and frequently is exposed to complex, sensitive, political or controversial matters.  The incumbent must provide expert-professional secretarial support, customer service and must be organized, detailed and results-oriented. Work requires collaborating with other office staff, initiative, sound judgment, multi-tasking, effective communication and confidentiality in the performance of the duties.

Work is performed under the general direction of the City Manager. Assignments are in the form of general outline or desired results, with methods and processes expected to be developed and implemented as appropriate. The employee may be required to give direction to interns or part-time employees or to other clerical staff.

ESSENTIAL DUTIES & RESPONSIBILITIES 

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Plans and organizes office and work flow activities to meet unit objectives in a timely manner; evaluates the work procedures and methods to ensure quality, effectiveness and efficiency of operations; anticipates events, trends, consequences and/or problems.
• Plans, drafts and collects information for brochures, portfolios, presentations and publications.
• Maintains various reference files, assembles and organizes data, and prepares necessary reports.
• Drafts correspondence for the Manager's approval.
• Provides clerical support to other staff, as needed, and to the City Commission by preparing agenda and minutes, and mailing information; serves as receptionist for the Manager's Office.
• Performs research/collects information for various special reports required by the Manager.
• Types statistical reports, general correspondence and other materials on a word processor and personal computer, including formatting, preparing, and editing and verifying information.
• Conducts clerical research and completes data for administrative and public reports, ensuring accuracy and completeness.
• May take complex dictation and notes of meetings; keeps official records and reports; prepares correspondence for Manager's signature; makes travel arrangements; arranges meetings; maintains appointment calendar; prepares agendas; schedules and attends meetings.
• Screens incoming calls and correspondence and refers to appropriate staff for action; assembles relevant attachments or notes for instruction or disposition.
• Develops and administers operating records, and coordinates activities with other sections in the department, or outside agencies or departments, as appropriate.
• Responds to difficult issues and citizen interests or complaints, exercising judgment in accordance with applicable regulations or policies.
• Orders and maintains supplies and equipment.
• Establishes control procedures for document handling and storage in accordance with applicable laws and regulations.
• Ensures appropriate confidentiality of all information, correspondence and reports in the Manager's Office.
• Formulates, recommends, and on approval, implements procedural changes in clerical operations; recognizes and takes reasonable corrective action or minor deviations from normal routine operations.
• Reminds Manager of daily activities, agendas, schedules, appointments and related details.
• May be responsible for relieving switchboard operator or receptionist.
• Performs other related duties as assigned.

• Graduation from high school.

• Five (5) years of experience in responsible clerical and secretarial work.

• Any equivalent combination of training and experience.

• Associate degree in business or secretarial science preferred.

• City government operations and organization
• Departmental policies and procedures
• Various computer applications, financial and procurement systems
• Principles and practices of employee supervision
• English grammar, spelling, punctuation
• Principles and practices of basic bookkeeping
• Modern office procedures, methods and computer equipment

• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships
• Performing a variety of duties, often changing from one task to another of a different nature
• Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios