Executive Secretary

Executive Secretary

An Executive Secretary to a department head, manages the flow of information in and out of the administrative office; maintains the executive's calendar; and acts as liaison between department head, the Mayor's Office, all levels of departmental staff, representatives of other City departments and agencies, outside agencies and others. Relationships and contacts:
Has contact with all levels of departmental staff, staff of the Mayor's Office, officials and representatives of other City departments, outside agencies and interests, citizens, boards of commissioners, service providers, contractors, consultants, and elected officials. Special note:
This is an at-will appointment and the candidate selected serves at the pleasure of the Chief of Police. Applications with no resumes will not be considered.

Schedules meetings and maintains calendar for executive; keeps executive apprised of scheduled appointments; and confirms meetings with expected participants.

Answers and screens telephone calls and visitors; handles most calls on the initial contact; and refers all others to appropriate staff.

Facilitates communication between the Mayor's Office, the executive and administrative staff, and other departmental staff, department heads and outside agencies.

Contacts and informs executive of important matters, messages or emergency situations requiring immediate attention.

Reviews incoming mail and refers to appropriate staff with memo of instructions attached; informs executive of mail requiring immediate attention; and independently processes routine matters.

Drafts correspondence of a routine, non-technical nature for executives review and apprises executive of important issues referred to others for disposition.

Ensures timely turnaround of issues routed to management staff by keeping abreast of pending items.

Gathers and organizes information prior to meetings for executive review and transcribes and organizes notes from meetings for future reference.

Ensures that documents from management staff are in proper format before submitting to executive for approval.

Organizes and maintains executive files, including confidential records and files.

Draws on personal knowledge of past precedents, protocol and major decisions and actions to ensure continuity of departmental processes and procedures in the absence of the executive, particularly during periods of concurrent absences of executive and senior administrative staff.

Education and experience:

Graduation from an accredited high school; preferably an Associate's degree in secretarial science or business administration; preferably some continuing education classes in customer service. Four (3) years of experience in secretarial work which has demonstrated proficiency in handling office administrative duties.

Physical demands:
Must be able to perform essential functions which typically involve seeing well enough to read standard English text and speaking well enough to communicate with others. Strength rating:
Work is sedentary.

Working conditions:

Work is performed in a typical office environment with frequent exposure to computer monitors.

Knowledge, skills and abilities:

Knowledge of departmental organization and work functions, practices, procedures, rules and regulations and municipal organization. Knowledge of general office work, terms, methods and practices. Knowledge of common English usage, grammar, spelling and punctuation. Skill in speaking and writing well, with correct grammatical usage. Skill in operating a personal computer and using standard office word processing, spreadsheet and database software. Skill in recording and transcribing dictation with speed…