Secretary, Administrative​/Clerical

Citywide Eligible List Secretary

This recruitment is being conducted to establish a Citywide Eligible List. The list established by this recruitment may be used to fill future full-time, part-time, limited term, and temporary vacancies for up to one year.

The Secretary provides comprehensive administrative and clerical support to an assigned City division, serving as an independent assistant to the division manager and other supervisory staff. This role manages day-to-day office operations, coordinates clerical workflow, and ensures the accuracy and efficiency of work products and procedures. Responsibilities include preparing and proofreading a variety of documents, maintaining records and filing systems, processing payroll and financial paperwork, ordering supplies, and supporting budget monitoring.

The Secretary interacts frequently with the public, responding to inquiries and providing information regarding departmental procedures, regulations, and services. This position requires strong organizational skills, independent judgment, proficiency with modern office technology, and the ability to establish effective working relationships across City departments, external agencies, and community members.

The City of Vallejo is located in Solano County and has a population of approximately 121,000 residents. Vallejo is a rapidly changing, highly diverse community located midway between the cities of San Francisco and Sacramento. It is a friendly, active waterfront community that attracts innovative, hardworking people and takes great pride in its 148-year history and maritime heritage. Residents of Vallejo are situated to take advantage of the best of what the area has to offer.

Golf, museums, performing arts, boutique shopping, brewpubs and a wide selection of restaurants are all available in Vallejo. Residents and visitors alike enjoy Vallejo's delightful historical downtown area, weekly downtown farmer's market, and beautifully restored Victorian homes and business facades. Vallejo is also home to Six Flags Discovery Kingdom, one of America's only combination wildlife, oceanarium and theme parks.

Receives general supervision from a division manager. May exercise functional and technical supervision over clerical staff.

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Manage and coordinate office support functions; direct the work activities of assigned clerical personnel; prioritize and coordinate work assignments; review work for accuracy.
• Perform administrative duties within the clerical support system; supervise the ordering and storage of appropriate supplies; monitor budget as assigned; recommend improvements in work flow, procedures and use of equipment and forms.
• Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities; receive and route mail.
• Type and proofread a wide variety of reports, letters, memoranda, flyers and statistical charts; type from rough draft, verbal instructions or transcribing machine recordings; compose correspondence related to assigned responsibilities.
• Compile data for special projects; collect and assemble data and background materials for a variety of reports; assist in a variety of department operations; perform special projects and assignments as requested.
• Maintain calendars of department and division activities, meetings and various events; coordinate activities with other City departments, divisions, the public and outside agencies.
• Perform general clerical work including filing, scheduling appointments and meetings, and processing payroll, accounts payable and reimbursement requests.
• Organize and maintain filing systems; maintain records related to specific area of assignment.
• Verify and review materials for completeness and conformance with established regulations and procedures.
• Operate a variety of office equipment including a computer; input and retrieve data and text; organize and maintain disc storage and filing.
• Order and maintain office supplies.

Typical qualifications knowledge of:
English usage, spelling, grammar and punctuation. Modern office procedures, methods and computer equipment. Business letter writing and basic report preparation. Principles and procedures of record keeping. Ability to:
Perform secretarial and clerical work involving the use of independent judgment and personal initiative. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Compile and maintain records. Type at a speed necessary for successful job performance. Operate and use modern office…