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Human Resources
FLSA Designation: Non-Exempt
May, 2005

ADMINISTRATIVE SECRETARY

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION
Under direction of assigned management or supervisory staff, performs a wide variety of responsible and complex administrative, technical, programmatic, and secretarial duties to relieve assigned staff of technical as well as general administrative details; and serves as a liaison with other City departments and staff, outside agencies, and the general public including information regarding department policies, procedures, and functions.

IDENTIFYING CHARACTERISTICS
The Administrative Secretary is an advanced journey level class within the administrative support series. Positions at this level provide a variety of complex, responsible, and confidential secretarial and administrative support to an assigned function and staff. Incumbents relieve assigned staff of detailed administrative work, and are expected to function with very little direct oversight and with a great deal of sensitivity. This class is distinguished from the next lower level class of Administrative Assistant II by the performance of complex and responsible secretarial and administrative duties in support of a function and management staff. This class is distinguished from the higher level class of Administrative Supervisor in that the latter performs confidential secretarial and administrative duties of a highly sensitive nature in support of a department head as well as coordination of a number of administrative and budgetary functions and services. In addition, while an Administrative Secretary may have supervisory responsibilities for a limited number of clerical staff, the Administrative Supervisor has significant on-going supervisory and office management responsibility.

REPRESENTATIVE DUTIES
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.

  1. Serves as contact and liaison for assigned functions and programs with other City departments and staff, the general public, and outside agencies and organizations; negotiates and resolves sensitive and controversial issues; explains, justifies, and defends programs, policies, and activities.
  2. Collects, compiles, and analyzes information from various sources on a variety of specialized topics related to programs administered by the position or by management staff; writes reports that present and interpret data, identify alternatives, and make and justify recommendations.
  3. Performs a wide variety of complex, responsible, and confidential duties for assigned Department and staff; relieves management staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
  4. Types, word processes, and proofreads a wide variety of reports, letters, memoranda, correspondence, and statistical charts; types from rough draft, verbal instruction, or transcribing machine; independently composes correspondence and reports related to assigned area of responsibility.
  5. Maintains a calendar of activities, meetings, and various events for assigned staff; coordinates activities with other City departments, the public, and outside agencies; directs and participates in coordinating and processing staff travel arrangements and prepares related expense reports.
  6. Screens calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; researches information related to City regulations and departmental policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances.
  7. Performs a full range of accounting related duties in support of assigned area; coordinates and tracks accounts payable and accounts receivable; may prepare department payroll for processing; may assist in coordinating, developing, and monitoring the assigned budget.
  8. Initiates, organizes, maintains, and controls access to complex filing systems and records including highly sensitive files; conducts periodic retention and purging of files in compliance with applicable guidelines.
  9. Utilizes various computer applications and software packages; maintains and generates reports from a database or network system.
  10. May provide staff support to committees or commissions including preparing agendas, packets, and related materials; prepares and coordinates publications, postings, and distribution of legal notices for public meetings and hearings, ensuring that legal requirements are met; may attend public meetings or hearings and be required to take and maintain minutes for such meetings.
  11. Participates in special projects as assigned.
  12. Performs related duties as required.
QUALIFICATIONS
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:
Operational characteristics, services, and activities of assigned functions, programs, and operations. Basic functions and organization of municipal government. Work organization principles and practices. Modern office procedures, methods, and equipment including computers. Computer applications such as word processing, spreadsheets, and statistical databases. Principles and practices of fiscal, statistical, and administrative research and report preparation. Principles of business letter writing and report preparation. Methods and techniques of public relations. Principles and procedures of record keeping. English usage, spelling, grammar and punctuation. Pertinent federal, state, and local laws, codes, and ordinances.

Ability to:
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Understand, interpret, and apply administrative and departmental policies and procedures as well as pertinent laws, regulations, and ordinances. Perform responsible programmatic and administrative duties involving the use of independent judgment and personal initiative. Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals. Research, compile, analyze, and interpret data. Prepare a variety of clear and concise administrative and financial reports. Implement and maintain filing systems. Independently prepare correspondence and memoranda. Respond to requests and inquiries from the general public. Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person. Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports. Operate and use modern office equipment including a computer and various software packages. Type and enter data at a speed necessary for successful job performance. Take and transcribe dictation at a speed necessary for successful job performance. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:
Equivalent to the completion of the twelfth grade. Additional specialized course work in public administration, business administration, or a related field is desirable.

Experience:
Three years of increasingly responsible administrative, secretarial, and clerical experience including two years as a secretary.

License or Certificate:
Possession of, or ability to obtain, an appropriate driver’s license may be required for some positions.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office environment with extensive public contact and constant interruptions.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

Human Resources Division   
   (925) 516-5191
150 City Park Way   
TTD
   (925) 516-5409
Brentwood, CA 94513  
  (925) 516-5446