Administrative Secretary

Requirements

Education and Experience : Candidate must have a High School diploma or GED, and five (5) years of office support experience.

General Purpose

Under general direction, performs standardized administrative support for one or more executive level employees, such as directors of small or medium sized departments, deputy or assistant department directors, or administrators of City-wide staff functions.

Typical Duties

Plan and direct or independently perform diverse and highly responsible personal secretarial support duties to ensure efficient planning of director's day-to-day time, as well as that of governing or advisory boards as required, and to ensure accurate documentation and proper dissemination of directives and other management information to numerous subordinate organization levels, other departments, external organizations and the public. Involves: Transcribe, edit and finalize correspondence authored by supervisor. Review and ensure proper distribution of mail, email or telephone communications, flag urgent information and communicate priorities of the director to staff. Prepare memoranda, and other standard correspondence regarding designated topics. Arrange travel itineraries for departmental staff; arrange for time and location of board, committee and staff meetings and coordinate and provide support services for other management and administrative staff with the Director's Office. May review citizen complaints and prepare authorized responses, which includes interpreting administrative policies in unprecedented situations, recommending courses of actions to supervisor or directing them to proper division or department, and following up on complaints to ensure timely resolution. Prepare and post agendas or and attend public meetings. Electronically or stenographically record, transcribe and finalize dictation or board and committee meeting minutes. Maintain confidentiality and communicate priorities or items of interest to Director. Establish and maintain files and records; review documents for accuracy and completeness; correct errors or bring them to the attention of appropriate personnel; and compile information for reports.

Oversee or assemble and distribute regular and special reports on operating or service strategies and tactics. Provide general human resource and accounting support services for department. Maintain confidential information affecting employee status as well as time reports and vacation schedules and prepare payroll documentation. Distribute personnel action forms to staff. Enter personnel data into computer system. Maintain and monitor budget and inventory. Order supplies. Post vouchers for payment, review requisitions and invoices before forwarding to accounting section for payment.

Supervise an assigned administrative support team, usually consisting of several employees. Involves: Schedule, assign, instruct, guide and check work. Appraise employee performance. Provide for training and development; enforce personnel rules and regulations, and work behavior standards firmly and impartially. Counsel, motivate and maintain harmony. Interview applicants; recommend hiring, termination, transfers, discipline, merit pay or other employee status changes. Maintain filing system and keep records and reports.

General Information

For complete job specification, click here.

Note: Applicants are encouraged to apply immediately. This position will close when a preset number of qualified applications have been received.

Note: This is a new advertisement for Administrative Secretary. You must re-apply if you are still interested in this position.

Some positions may require the ability to type at the rate of 50 wpm. A résumé and/or other documents will not be accepted in lieu of a completed application. Comments such as “See résumé” are not acceptable and will result in the application being considered incomplete. To qualify for this position, required education, experience, knowledge and skills must be clearly stated on your application’s employment history. We do not use any information on your resume to review if you meet the minimum qualifications for this position.

Failure to fully detail all experience and job duties in the application, or copying/pasting directly from the job specification, or responses referring to your résumé will eliminate you from consideration for the position.

Determined by agreement

Closing Date/Time: Continuous

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• City of El Paso

• 915-212-1244

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