Administrative Secretary
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Administrative Secretary
Job Classifications
City of Foster City
Estero Municipal Improvement District
Job Specification
DEFINITION:
Performs complex and responsible secretarial and administrative clerical duties in a major division.
DISTINGUISHING CHARACTERISTICS, FEATURES, REQUIREMENTS:
This classification is distinguished from the Executive Assistant and Office Assistant classifications by the scope and specialization of the duties performed. Specifically, this classification is distinguished from Executive Assistant in that it does not directly support a department director. Incumbents work independently as necessary and provide a wide scope of operational support, including handling items of a confidential nature.
SUPERVISION EXERCISED AND RECEIVED:
General supervision is provided by key mid-managers and department heads within the various divisions and departments. Incumbents perform duties within prescribed processes and procedures and generally do not provide supervision to other classifications.
IMPORTANT AND ESSENTIAL DUTIES:
Receives and screens a variety of phone calls and visits and provides public information; screens and routes mail, inter-office correspondence; prepares a variety of letters, forms and permits and tracks personnel and operational actions; compiles a variety of narrative, accounting and statistical reports; operates computer systems and other specialized equipment for data entry and timekeeping purposes; coordinates meetings and performs other general clerical work as assigned. Assist with conference room set-ups.

When assigned to:

Recreation Center - answers and routes telephone calls and provides directions and information; processes facility permits, park permits, class registrations, ticket sales and purchase order and payment documents; maintains department files, financial reports and provides support to other staff; takes meeting notes, minutes, and prepares other records; makes copies, retrieves and delivers mail; responds to public inquiries and provides information on recreation activities, facilities and ordinances; makes travel and training arrangements; orders and maintains division supplies.

Parks & Public Works Maintenance - prepares confidential personnel action forms, reports and correspondence; prepares and distributes schedules, coordinates training and travel arrangements; prepares and processes purchase order, petty cash and other payment documents; monitors expiration dates for drivers licenses, medical certificates and other required records and arranges appointments for employees; processes payroll accounting and associated documents; maintains files and records; prepares meeting notes and conveys messages; composes letters and other vendor and inter-office correspondence; retrieves and delivers mail; attends staff meetings, orders and maintains division supplies; takes meeting notes, minutes and prepares other records; responds to public inquiries.
JOB-RELATED QUALIFICATIONS:
Knowledge, Skills and Abilities:
Knowledge of:  operational processes, procedures and policies; modern office terminology and computer applications; English usage, spelling, grammar and punctuation; basic arithmetic; office machines.
Ability to:  learn, retain and use specific operational guidelines, rules and policies; perform responsible and complex record-keeping and file maintenance; use independent judgement; analyze problems and suggest solutions; maintain sensitive and confidential records and files; compose correspondence from oral or written instruction; establish and maintain cooperative working relationships with other city employees and the public; proficiency in use of Citywide and department-specific software applications, including word processing, spreadsheets, presentations, databases, and/or e-mail and scheduling clients; prioritize and coordinate a wide variety of demands, respond to deadlines and use tactful and clear communication skills.
EDUCATION AND TRAINING GUIDELINES:
Any combination equivalent to experience and education that could likely provide the required knowledge, skills and abilities would be qualifying. A typical way would be:
Education:  Graduation from high school or equivalent with courses in business, modern office procedures, computer applications, English language and arithmetic.
Experience:  Three (3) years of full-time, paid increasingly responsible secretarial and general clerical experience, including use of computer applications and maintenance of complex filing and operational records.
SPECIAL REQUIREMENTS:
Ability to sit and operate computer equipment for long periods of time; ability to effectively communicate with a wide variety of employees and members of the public; ability to keep composure and respond to complaints, inquiries and problems under pressure; provide accurate and clearly stated information.
LICENSES, CERTIFICATES, REGISTRATION:
Licenses:  Valid California Class C Driver's License is desirable.
SALARY:  $4,865 - $5,913 per month

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