Administrative Secretary

Administrative Secretary

The City of Salinas is accepting applications for Administrative Secretary with the City of Salinas Library and Community Services Department.

Special Instructions : All applicants must provide a typing certificate valid within the last twelve months demonstrating a typing speed of 50 net words per minute at the time of application or submit to the Human Resources Department by the filing date. The City will accept typing certificates completed online. Applications are incomplete without the required document and will be disqualified. Applicants are responsible for ensuring all documents are received.

Summary of Duties : To perform a variety of highly responsible, confidential and complex clerical, secretarial and administrative duties and office management for a department / division.

Distinguishing Characteristics : This is the advanced journey level class in the secretarial series and is distinguished from the Secretary Class by the more complex, responsible and sensitive duties assumed related to functioning as the personal secretary and / or office manager to a department / division head.

Supervision Received and Exercised : Receives general supervision from a department / division head. May exercise general supervision of other clerical support positions.

Essential Job Functions :

• Performs a wide variety of complex, responsible, and confidential office management duties for a department head
• Screens calls, visitors and mail
• Interprets City policies, rules and regulations and responds to inquiries and refer inquires as appropriate
• Represents the department head's mission, values and standards for an effective organization
• Independently responds to letters and general correspondence of a routine nature
• Makes travel arrangements, maintains appointment schedules and calendars, and arranges meetings and conferences
• Takes and transcribes oral dictation from shorthand notes or transcribing machine recordings; operates office equipment
• Types a variety of materials, including general correspondence and memoranda
• Participates and assists in the administration of a department; prepares comprehensive reports, compiles annual budget requests, and recommends expenditure requests for designated accounts; maintains / supervises maintenance of related departmental accounting documents and reports
• Answers telephone and serves the public and staff in a courteous and professional manner
• Researches, compiles and analyzes data; prepares special projects and various reports
• Initiates and maintains a variety of files and records
• Serves as Secretary to a Board or Commission, preparing the agenda, assembling background materials, taking and transcribing minutes of the meeting, and performing related support services
• Supervises, trains, and evaluates support personnel
• Recommends organization or procedural changes affecting support activities
• Promotes and maintains safety in the workplace
• Performs related duties as assigned

Minimum Qualifications :

Supplemental Information :

Physical, mental and emotional stamina to perform the duties and responsibilities of the position; manual dexterity sufficient to write, use telephone, computer, business machines and related equipment; vision sufficient to read printed materials, visual display terminals; hearing sufficient to conduct in person and telephone conversations; speaking ability in an understandable voice with sufficient volume to be heard in a normal conversational distance, on the telephone and in addressing groups; physical agility to push / pull, squat, twist, turn, bend, stoop and reach overhead; physical mobility sufficient to move about the work environment, physical strength to lift up to 20 lbs.; physical stamina sufficient to sit for prolonged periods of time; mental acuity to collect and interpret data, evaluate, reason, define problems, establish facts, draw valid conclusions, make valid judgments and decisions.

Business office working environment subject to sitting at a desk or standing at a counter for long periods of time, bending, crouching, or kneeling at files, pushing / pulling of file drawers and supplies, reaching in all directions and prolonged periods of time working at a computer terminal.

Employee must complete SB 1343 Sexual Harassment Prevention Training within six months of appointment and every two years thereafter.