Executive Secretary : Strategic Admin Support

Job Description - Executive Secretary I (250000EQ)

Job Description

Executive Secretary I - ( 250000EQ )

Description

Position Grade: 12G

Department:
Multiple Departments

Job Type: Full-Time (Permanent)

Examination Number:

EX1437

Location:

St. Louis, MO

Incumbents in this classification perform a variety of secretarial, clerical, and administrative support duties, some of which are confidential, for a city commissioner, deputy director, Board or executive Mayoral staff.

Essential Functions and Responsibilities:

● Receives, screens, and responds to correspondence and memos on behalf of the division head or Board; independently composes correspondence; types a wide variety of routine to moderately complex reports, letters, memoranda, contracts, agreements, specifications, personnel related documents, meeting minutes; may take dictation.

● Maintains appointment calendar; schedules appointments and makes travel arrangements.

● Screens calls and visitors; responds to complaints and requests or refers matters to appropriate city personnel; acts as an information source regarding department or Board operations, activities, policies, and procedures.

● Receives, reviews, and processes payroll, purchase orders, payments, account transactions, travel requests, travel reimbursements, vouchers, and permits.

● Prepares for meetings; collects and prepares meeting items; oversees agenda requests; prepares agendas, notices, and packets; distributes meeting materials and final agenda; may attend meetings and take meeting minutes; schedules meeting rooms.

● Performs various accounting activities; monitors and maintains accounts; posts transactions; purchases office supplies and equipment; assists in the preparation of the office budget.

● Compiles and assembles information for reports; types reports.

● Opens and distributes mail.

● May represent the commissioner on committees, at special events, etc.; serves as liaison to other city departments.

● May conduct special assignments as assigned.

● Some positions may create graphs, charts, spreadsheets, and presentation materials using spreadsheet, database, and presentation software.

Knowledge, Skills, and Abilities:

● Data Utilization:
Requires the ability to perform basic level of data analysis including the ability to review, classify, categorize, prioritize and/or reference data, statutes and/or guidelines and/or group, rank, investigate and diagnose. Requires discretion in determining and referencing such to established standards to recognize interactive effects and relationships.

● Human Interaction:
Requires the ability to provide guidance, assistance and/or interpretation to others, such as coworkers, other department personnel, executives, and the public, on how to apply policies, procedures and standards to specific situations.

● Equipment, Machinery, Tools and Materials Use:
Requires the ability to operate, maneuver and/or provide simple but continuous adjustment on equipment, machinery and tools such as a computer, typewriter, calculator, fax and copy machines, and other office machines, and/or materials used in performing essential functions.

● Verbal Aptitude:
Requires the ability to utilize a variety of advisory data and information such as financial statements, reports, contracts, agreements, financial statements, policies and procedures, statutes, procedures, guidelines and non-routine correspondence.

● Mathematical Aptitude:
Requires the ability to perform addition, subtraction, multiplication, and division; calculate decimals and percentages.

● Functional Reasoning:
Requires the ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic or schedule form. Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objective.

● Situational Reasoning:
Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory, judgmental and/or subjective criteria, as opposed to criteria that are clearly measurable or verifiable.

● Environmental Factors:
Work is normally performed in an…