Job Descriptions

DEFINITION

To perform a variety of supervisory responsibilities overseeing clerical support staff of the department; perform confidential and complex secretarial and administrative duties where knowledge of the organization, personnel policies and procedures are essential. This classification is assigned to the Miscellaneous bargaining unit for labor relations purposes and is subject to over time assignments.

DISTINGUISHING CHARACTERISTICS

This class is distinguished from the Senior Secretary classification in that the primary focus of work for the Supervising Secretary becomes supervision and direction of the clerical unit for the division or department, whereas the Senior Secretary may supervise part-time employees, volunteers, and serve in a lead capacity over the clerical unit in the absence of the Supervisor.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by a Department Director or other professional level position. Responsibilities include supervision over other secretarial or clerical positions.

ESSENTIAL FUNCTIONS: - Duties may include, but are not limited to the following:

• Perform a wide variety of complex, responsible, administrative and confidential duties for Department Director.
• Coordinate work schedules insuring proper coverage in department including each division in the department.
• Assign, oversee and review work of clerical staff on a continual basis.
• Provide training related to general clerical duties and procedures, as well as departmental work assignments.
• Prepare and conduct employee performance evaluations, making appropriate recommendations.
• Recommend organizational or procedural changes affecting clerical activities.
• Make travel arrangements, maintain appointment schedules and calendars and arrange meetings and conferences.
• May take and transcribe oral dictation from shorthand notes or transcribing machine recordings; operate office equipment and word processor.
• Participate and assist in the administration of a department; prepare comprehensive reports, compile annual budget requests and recommend expenditure requests for designated accounts.
• Initiate and maintain files and personnel records.
• May serve as Secretary to a board or commission, preparing the agenda, assembling background materials, taking and transcribing minutes of the meetings and performing related support services.
• Perform related duties as assigned.

MINIMUM QUALIFICATIONS:

Knowledge Of:

• English usage, spelling, grammar and punctuation.
• Modern office methods, procedures and equipment.
• Organization, procedures and operating details of the City department to which assigned.
• City government organization, functions, policies, rules and regulations.
• Principles of supervision, training and performance evaluation.

Ability To:

• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Prepare work schedules based on set parameters.
• Plan, organize and schedule work priorities for others.
• Supervise and train clerical support staff.
• Prepare and conduct employee performance evaluations.
• Make recommendations to Department Director related to personnel issues.
• Communicate clearly and concisely, orally and in writing.
• Establish and maintain effective working relationships with those contacted during the course of work.
• Interpret and apply administrative and departmental policies, laws and rules.
• Operate and use modern office equipment, including a personal computer.
• Work independently in the absence of supervision and work under pressure to meet deadlines.
• Analyze situations carefully and adopt effective courses of action.
• Coordinate and maintain effective office procedures and efficient workflows to meet established guidelines while projecting a positive, professional image of the department.
• Compile and maintain complex and extensive records and prepare reports.
• Maintain confidential data and information.
• Type at a rate of 65 words per minute (net corrected).
• Take dictation at a speed necessary for successful job performance, if required.
• Transcribe the tape dictation at a speed sufficient to complete work in a timely manner.

EXPERIENCE AND EDUCATION

Experience:

Five years of responsible secretarial experience, comparable to that of a Senior Secretary in the City of Turlock.

Education:

Equivalent to the completion of high school supplemented by specialized or college level clerical and/or business courses.

DESIRABLE QUALIFICATIONS

Coursework or seminars related to supervisory training.

PHYSICAL REQUIREMENTS

Maintain the following physical abilities: See well enough to read instructions, read fine print and view computer screen; hear well enough to converse on the telephone and in person; use of hands and fingers for use of computer keyboard, filing, writing and answering telephones. NOTE: This classification is not part of the flexible staffing clerical series. Promotion to this classification will only be on a need basis and must be requested by the Department Director and approved by the Personnel Officer.