City of Torrance Class Code: 1134	April 1990 (Revised)
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Administrative Secretary/Aide

Definition

Under general supervision, serves as secretary to the City Manager, the City Council or one of the department heads; uses independent judgment and initiative in the planning, organization and performance of responsible and confidential secretarial work; performs routine but responsible administrative work; supervises clerical personnel and performs related work as required.

Distinguishing Characteristics

The Administrative Secretary/Aide reports directly to the City Manager, the City Council or one of the department heads and uses a high degree of discretion and independent judgment in the performance of duties. Distinguished from Secretary in that the Secretary does not generally supervise a small clerica1 staff and does not routinely perform administrative duties.

Examples Of Duties

• Coordinates, designs, revises and maintains overall office systems for records and documents related to departmental operations;
• maintains departmental files, materials and information of a confidential nature;
• arranges appointments, conferences, meetings and maintains appointment calendar for department head;
• composes letters, memos and other written communications on routine matters;
• responds to questions from City staff and the public involving an understanding of departmental and City policies and regulations;
• plans, prioritizes, assigns, reviews, monitors and evaluates the work of subordinate personnel engaged in the performance of clerical and stenographic work;
• performs routine but specialized administrative duties related to departmental operations including data research, report writing, coordination of special events, and development and maintenance of tracking systems for budget expenditures; edits, proofreads and corrects written materials to ensure correct format, spelling, punctuation and grammar;
• researches and completes a variety of documents regarding personnel matters and departmental operations ensuring timely submittal to appropriate department for processing;
• types correspondence, such as letters, memos, reports, Commission and Council items and other materials on a variety of general and technical topics from rough drafts and other sources;
• screens and distributes incoming correspondence to department head and staff members;
• receives, screens, and acts upon requests and complaints from visitors and telephone callers, from other departments and the public; may take and transcribe dictation.

Minimum Qualifications

Knowledge of:

• Standard office procedures and practices including business correspondence, filing, and the operation of office equipment currently used in business and industry; City ordinances and administrative rules and regulations affecting departmental operations and personnel matters;
• General knowledge of City operations.

Ability to:

• Make independent decisions and use good judgment in applying City policies, rules and regulations;
• Plan work and carry through to, completion with minimum supervision;
• Edit, spell correctly, use proper English, and make arithmetical computations;
• Type a variety of materials to, include letters, memos, reports, legal documents, Commission and Council items from rough drafts and other sources at a minimum speed of 60 wpm;
• Communicate effectively orally and in writing;
• Understand and accurately follow brief oral and written instructions;
• Operate display terminal keyboards and printers;
• Supervise the work of subordinate staff including planning, organizing, prioritizing, assigning, reviewing, monitoring and evaluating work;
• Establish and maintain effective working relationships with other City employees and the public;
• May take dictation at 100 wpm and transcribe accurately.

Experience

Four years of progressively responsible secretarial experience. Skill in taking and transcribing dictation is desirable.

Education

Equivalent to graduation from high school.

MY:lg/309/yo/254