Administrative Secretary- Human Resources​/Personnel- (Provisional

Overview

The Administrative Secretary performs a wide variety of complex responsible clerical, secretarial and administrative tasks and activities while functioning as an office assistant to an administrator, program manager, technical specialist or office supervisor. This class is distinguished by the fact that responsibility involves independently performing complex clerical operations, relieving a supervisor of administrative detail, arranging conferences and relieving supervisor of contacts which should properly be made with subordinate officials.

Independent judgement is frequently necessary in giving out information regarding departmental policies and practices and in planning the routine of an office. Correspondence duties are distinguished by the fact that most letters and releases are of a routine, recurring nature, are self-composed with correspondence being reviewed only when new problems arise. Incumbents, who have ready access to records, must be discreet in divulging information, as some of it may be confidential or controversial.

Work is performed under general supervision, however, incumbents are supervised by an administrator who assigns tasks, provides detailed instructions only where policies have not been determined, observes performance and only unusually important or complicated assignments are checked in detail upon completion. General supervision is exercised over a clerical staff.

• Reproduces and types dictation from various sources of a difficult and sometimes confidential nature, i.e., minutes and proceedings of meetings, hearings and conferences;
• Drafts and types letters, reports and memoranda for supervisor's approval;
• Types correspondence, reports, documents, records and materials from equipment with alpha-numeric keyboard, i.e., typewriters, electronic word processing equipment, CRT terminals, personal computers, data terminals and printers;
• Relieves supervisor of administrative details;
• Receives calls and callers, determines their needs or the reason for the visit or call and transmits factual information to them;
• Schedules appointments and arranges conferences or meetings as requested;
• Answers requests for administrative information;
• Sets-up and maintains confidential and regular correspondence;
• Reads and summarizes reports to facilitate review by and conserve time of the supervisor;
• Prepares office reports as directed;
• Tabulates data from numerous reports;
• Organizes and prepares work materials for meetings and conferences, i.e., agendas, reports, resolutions, etc.;
• Transcribes, from various sources, minutes and proceedings of meetings, hearings and conferences;
• Assigns specific and standing tasks, reviews all typed correspondence and reports for accuracy and proper grammatical usage;
• Insures proper processing and filing of documents by observing activities and instructing subordinates in the procedures to be followed;
• Operates a personal computer involving the use of application programs and the input and retrieval of data;
• May supervise one or more employees in the typing of correspondence and reports;
• Performs related duties as required.

Continuous and permanent status in any city department as a Legal Secretary, Legal Stenographer, Principal Clerk, School Clerk, Senior Account Clerk, Senior Account Clerk-Stenographer, Senior Account Clerk-Typist, Senior Clerk, Senior Stenographer, Senior Typist or Transportation Clerk for one year.

In addition, all applicants must have completed a course in typing or keyboarding, which must be listed on application.

All applicants must submit a school transcript verifying a successful typing or keyboarding course. Online computer training courses will not be accepted.

NOTE: Candidates will only be allowed to participate in an exam and be approved or certified for appointment to departments where the rate of pay for Administrative Secretary is at a higher rate of pay than their current position, even if their title is listed above.

OPEN COMPETITIVE

(A) Associates Degree from an accredited college, business or technical institute in the Secretarial Science curriculum, including or supplemented by a course in typing/keyboarding (course must be listed on application) and one year of full-time responsible clerical experience at a supervisory level, including the operation of an alpha-numeric keyboard;

OR

(B) Graduation from High School, GED or Equivalency Diploma, including or supplemented by a course in typing/keyboarding (course must be listed on application) and three years of full-time responsible clerical experience at a supervisory level, including the operation of an alpha-numeric keyboard;

OR

(C) An equivalent combination as defined within the limits of A and

B.

All applicants must submit a school transcript verifying a successful typing or keyboarding course. Online computer training courses will not be accepted.

NOTE
:
Verifiable part-time experience will be pro-rated to meet the…