EXECUTIVE SECRETARY

City of National City; National City (CA); On-site; USD 48,000 - 64,000; Full time

Job summary

The City of National City is accepting applications for an Executive Secretary in the Community Development Department. The role requires handling confidential information, coordinating meetings, taking minutes, and providing routine information to the public and officials.

Graduates with a high school diploma and relevant secretarial experience are encouraged to apply. The department emphasizes independent judgment, organization, and multitasking in a dynamic municipal setting.

Qualifications

• High school diploma or equivalent with courses in office practices, typing, and stenography.
• Four years of progressively responsible secretarial experience involving frequent public contact.

Responsibilities

• Provide secretarial and administrative support with independent judgment and discretion.
• Types correspondence, forms, reports, agendas, requisitions, and other materials from draft, marginal notes, machine recordings, or oral instructions.
• Takes and transcribes minutes; maintains calendars and coordinates meetings.
• Performs routine administrative duties such as scheduling, timekeeping, personnel, and budget details.
• Prepares agendas and background materials for boards/commissions, follows up on action items, and maintains files.
• Maintains confidential files, screens visitors and telephone calls, provides information to the public.
• Operates word processing equipment to store and retrieve information and prepare correspondence/reports.
• Provides routine information to the public and other governmental officials and agencies.
• Acts as intermediary with staff of City departments and board/commission members.
• Keeps inventory of supplies and prepares requisitions for supplies and services.
• Reviews materials to ensure all data and signatures are included.
• Supervises and trains clerical personnel.

Skills

Secretarial work

Administrative support

Minutes taking

Scheduling

Public contact

Discretion/judgment

Education

High school diploma

Tools

Word processing

Dictation equipment

Recordkeeping

Job description

THE CITY OF NATIONAL CITY IS ACCEPTING APPLICATIONS FOR AN EXECUTIVE SECRETARY

THE DEPARTMENT: The Community Development Department plays a key role in shaping the future of urban development in National City. The Department is made up of several divisions, to include the Building, Homeless Services, Housing Authority, Neighborhood Services, Planning and Section 8 Housing Choice Voucher Division. These Divisions are led by guiding policies at the local, state, and federal levels. Guiding documents for these divisions include but are not limited to the City's General Plan, California’s Code of Regulations, Local Coastal Program Land Use Plan, State Subdivision Map Act, California Environmental Quality Act (CEQA), and Housing and Urban Development’s rules and regulations.

THE JOB:

Under direction, to perform a variety of specialized and difficult clerical and administrative duties for department head requiring knowledge of specialized subject matter; and perform related duties as required.

The following duties and responsibilities are representative of those typically performed by positions assigned to this classification. Any single position may not perform all of these duties and/or may perform similar related tasks not listed here.

• Provides a variety of secretarial and administrative support duties requiring the use of independent judgment and discretion.
• Types correspondence, forms, reports, agendas, requisitions, and other related materials from rough draft, marginal notes, machine recordings, or oral instructions.
• Takes and transcribes minutes of conferences and meetings; maintains calendars and schedules and coordinates meetings.
• Performs routine administrative duties such as scheduling, timekeeping, personnel, and budgetary details.
• Composes routine letters; provides clerical support to a paid board or commission, including preparing agendas and compiling background materials, following up action items, and maintaining files.
• Maintains confidential files, records, and logs; screens visitors and telephone calls by furnishing information requested or by referring to appropriate source.
• Operates word processing equipment to store and retrieve information and to prepare correspondence and reports.
• Provides routine information to the public and other governmental officials and agencies.
• Acts as intermediary on assigned matters with the staff of City departments and board or commission members.
• Keeps inventory of supplies on hand and prepares requisitions for supplies and services when necessary.
• Reviews materials submitted to determine that all relevant data, signatures, and other required details are included.
• Supervises, trains, and evaluates subordinate clerical personnel.

TRAINING AND EXPERIENCE:

Any combination equivalent to training and experience that could likely provide the required knowledge, skills, and abilities will be qualifying.A typical way to obtain the required knowledge, skills, and abilities would be:graduation from high school, including or supplemented by courses in office practices, typing, and stenography; and four (4) years of progressively responsible secretarial experience involving frequent public contact.

KNOWLEDGE AND SKILLS IN

Modern office practices, procedures, and terminology; letter and report writing; statistical and recordkeeping methods; correct English usage, spelling, and punctuation; operations of assigned departments; basic functions and organization of municipal government.

ABILITY TO

Communicate effectively; utilize word processing equipment efficiently; operate transcribing machines or take dictation; type at a net rate of 55 words per minute from clear, legible copy; employ independent judgment and make sound decisions in accordance with established procedures; understand and interpret departmental policies and procedures; work independently; supervise and train clerical personnel; establish and maintain effective working relations with all levels of staff, elected officials, board or commission members, and the general public.

LICENSES, CERTIFICATIONS, OR SPECIAL REQUIREMENTS:

Possession of an approved certificate, less than one (1) year old, indicating an ability to type at a net rate of 55 words per minute and take dictation at a rate of 80 words per minute may be required.

Applicants must submit a City application online through the Human Resources Department web page at www.nationacityca.gov. Applications may be accompanied by a resume describing experience, education, and training in relation to the requirements of the position, however, resumes will not be accepted in lieu of a completed City employment application.

All applications will be reviewed and only those candidates determined to be most qualified on the basis of experience and education, as submitted, will be invited to participate in the selection process. The selection process may include but is not limited to an oral interview and/or written exams and oral presentations. Successful candidates will be placed on the employment eligible list from which hires may be made. An eligible list is valid for up to one year unless exhausted sooner.

The City of National City is an Equal Opportunity employer and does not discriminate on the basis of race, color, creed, ancestry, national origin, gender, marital status, sexual orientation, religion, age, veteran status or disability.