Executive Secretary; Utilities Division

Position: Executive Secretary (Utilities Division)
NOTE:

Please thoroughly review the entire job flyer including the application instructions.  Failure to submit a completed application and provide required documentation may result in an application being removed from further consideration.

Effective the start of the pay period that includes April 28, 2027, employees will receive a four percent (4.0%) across the board pay range increase. Additional four percent (4.0%) increase on April 2028, April 2029.  

The City of Downey is seeking an experienced and highly organized Executive Secretary to provide administrative support to the Public Works Department in the Utilities Division. The ideal candidate will be a proactive professional with exceptional communication, coordination, and multitasking skills who thrives in a fast-paced environment.

The Executive Secretary will perform a wide range of administrative duties, including preparing correspondence and reports, managing schedules, coordinating meetings, and serving as a key point of contact between departments and the public. The ideal candidate is detail-oriented, discreet, and customer-service driven, with a strong ability to anticipate needs and ensure smooth daily operations.

This is an excellent opportunity for a motivated individual who enjoys supporting leadership, fostering teamwork, and contributing to the City's commitment to excellence in public service. Apply today to join a dynamic and professional team!

This recruitment is to establish an eligibility list of qualified candidates to fill one current full-time vacancy in the Public Works Department in the Utilities Division. Applicants from this recruitment may be utilized to fill other full-time vacancies from varying departments.

An Eligible List of qualified applicants will be established from this recruitment.  Eligible List may be utilized to fill other full and part
-time vacancies as needed.  Generally, a valid Eligible List is in effect for up to one year.

The following examples are intended to describe the general nature and level of work performed by persons assigned to this classification.

* Compose routine correspondence not requiring the supervisor's personal attention.

* Act as a receptionist, screen telephone calls and visitors, and refer inquiries as appropriate.

* Respond to complaints and requests for information regarding the intent of instruction, precedents and regulations.

* Maintain, arrange, and coordinate calendar and schedule for supervisor.

* Sort and distribute incoming mail.

* Participate and assist in the administration of a Division; prepare comprehensive reports.

* Compile annual budget requests and recommend expenditure requests for designated accounts.

* Type letters, memorandums, proceedings of meetings; proofread and/or correct typed material for completeness, spelling, grammatical or punctuation accuracy.

* Independently compose correspondence and routine reports; gather, tabulate and interpret financial information related to the work assignment.

* Relieve the Division head of routine duties; gather and prepare information for routine reports.

* Initiate and maintain a variety of files and records of information such as payroll, attendance, budget, production and cost records; maintain manuals and update resource materials.

* Make routine appointments and arrange conferences and meetings

* May serve as secretary to a board or commission, preparing the agenda and taking minutes of the meeting.

* Operate a variety of office equipment such as photo copiers, word/data processors, adding machines, calculators, cash register, shredders and field dispatch equipment.

* Coordinate the processing of Council agenda report; review, approve, and execute agreements, contracts, memorandum of understandings and etc.

* Coordinate with the secretaries of other divisions within the department.

* Perform other related duties as assigned.

Any combination equivalent to experience and education that could likely provide the required skills, knowledge and abilities would be qualifying. A typical way to obtain the skills, knowledge, and abilities would be:

Education:

High school diploma or equivalent, supplemented by specialized clerical courses.  A Bachelor's degree is desirable.

Experience:

Four (4) years in increasingly responsible clerical experience, preferably including two years experience comparable to that of an Administrative Clerk II or Secretary in the City of Downey.

Knowledge of:  Business office management procedures and methods; organization and function of City government, records management principles and practices; customer service principles, practices, and methods; arithmetic, grammar, spelling, word meaning; materials and equipment used in office operation; principles of public relations; administrative policies and procedures;
English usage, arithmetic, spelling, grammar and punctuation; modern office methods, procedures and equipment and business letter writing; organization, procedures and operating details of the City department to…