Senior Administrative Secretary

City of Chula Vista; Chula Vista (CA); On-site; USD 50,000 - 70,000; Full time

Job summary

The City of Chula Vista is seeking a highly organized administrative professional to support the Police Department's Chief of Police and Command Staff. The role involves confidential secretarial duties, document preparation, calendar management, and coordination with City Clerk's office.

Successful candidates will undergo a thorough background investigation and may supervise staff and interns. A strong emphasis is placed on accuracy, discretion, and customer service in serving department

Qualifications

• Five years of increasingly responsible administrative and secretarial experience, including two years of office management and/or supervisory experience.
• Training equivalent to the completion of the twelfth grade preferably supplemented by course work in secretarial, business, accounting or a related field.

Responsibilities

• Provide highly responsible administrative and secretarial support for executive staff.
• Coordinate calendars, prepare independent draft reports and documentation, and manage records for department.
• May supervise secretarial staff and interns; assist in budget preparation and monitoring.
• Prepare and review staff reports, assemble background materials, and handle routine correspondence.

Skills

Administrative experience

Secretarial experience

Office management

Supervision

Education

High school diploma

Secretarial courses

Job description

To perform a variety of highly responsible administrative and secretarial duties in support of executive staff; to perform a variety of highly responsible and complex clerical, secretarial and administrative duties for a department; and may supervise secretarial and/or clerical staff and direct the work of interns.

The current vacancy is within the Police Department and will provide support to the Chief of Police and the department's Command Staff. Successful candidates must undergo a thorough background investigation. There are certain types of conduct which are automatic grounds for disqualification. Please review the department'sPre-Employment Disqualifying Criteria which identify some of the common areas of the background investigation process that may cause delay or prevent you from competing in the selection process.

Essential Functions

Functions may include, but are not limited to, the following: research, compile and analyze background data; perform routine and special administrative projects for management personnel; prepare independent draft reports and documentation; coordinate calendars; maintain hard copy and electronic records and files regarding department administrative activities; perform a wide variety of complex, responsible, and confidential secretarial and administrative duties for executive staff and other management personnel including providing routine analytical support; coordinate the department-wide City Council and/or Commission/Task Force agenda process; review staff reports for quality and completeness; ensure related attachments and exhibits are included; coordinate agenda process with City Clerk's office; assist in developing staff reports for submittal to the City Manager or City Council including preparing reports, assembling background materials, and composing first drafts; participate and assist in the development and administration of a department budget; prepare budget reports; compile annual budget requests; monitor and control expenditures. Interpret and explain City and department policies, rules, and regulations in response to inquiries; refer inquiries as appropriate; assist in developing department policies and procedures in order to meet department objectives; independently respond to letters and general correspondence not requiring the attention of executive and/or management personnel; recommend and assist in the implementation of goals and objectives; establish schedules and methods for office operations; implement office policies and procedures; evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various reports on operations and activities; review and summarize miscellaneous reports and documents; prepare background documents as necessary; research and analyze routine administrative projects for executive and/or management staff or the City Council; prepare first draft reports on routine administrative matters; receive and distribute incoming mail; review and evaluate mail to identify those items requiring priority attention; provide follow up to assignments given to management and/or operations staff by executive and/or management staff; provide status reports to executive and/or management staff; receive telephone calls including complaints, and provide assistance to callers using judgment as to calls requiring priority attention; coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences; provide secretarial/clerical support for assigned task forces, commissions, and boards; may supervise assigned staff; plan, prioritize, assign, and review the work of staff involved in providing administrative support; conduct employee evaluations; may participate in the selection of staff; provide or coordinate staff training; work with employees to correct deficiencies; recommend disciplinary action and implement discipline procedures as directed; may order and purchase supplies for administrative operations; perform accounting functions related to ordering supplies, equipment and services; may maintain time card and payroll records; maintain personnel files and records for management personnel including employee evaluations and disciplinary actions; assist in the support of a board or commission including posting legal notices, preparing agendas, assembling background materials, and typing minutes of meetings as assigned; build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service; perform related duties as assigned.

Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be: five (5) years of increasingly responsible administrative and secretarial experience, including two years of office management and/or supervisory experience; and training equivalent to the completion of the twelfth grade preferably supplemented by course work in secretarial, business, accounting or a related field.

Knowledge, Skills and Abilities

Knowledge of: principles and practices of routine analytical research. Principles and practices of office management. Principles and practices of supervision and performance assessment. English usage, spelling, grammar, and punctuation. Modern office methods, procedures, computer equipment, and computer software. Pertinent City functions, policies, rules and regulations. Principles and methods of business letter and report writing. Principles and practices of bookkeeping.

Ability to: Prepare draft reports requiring analytical skill. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned administrative responsibilities. Intermittently review documents related to department operations; perform data entry and basic searches in various databases and information management computer applications; create and run reports as directed in these programs; observe, identify, and problem solve office systems and procedures; understand, interpret and explain department policies and procedures; explain and problem solve office issues for the public and with staff. Plan, organize and schedule priorities in the office. Compose general correspondence and letters. Interpret and apply administrative and departmental policies, laws, and rules. Preserve confidentiality of sensitive material routinely encountered as part of work assignments. Develop and recommend policies and procedures related to assigned office operations. Supervise, train and evaluate assigned staff. Operate and use modern office equipment including personal computers and related software. Analyze situations carefully, recommend solutions, adopt effective courses of action. Compile and maintain complex and extensive records and prepare reports. Take notes and write summaries of meetings. Type at a speed of 55 Net Words Per Minute. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Work with various cultural and ethnic groups in a tactful and effective manner.

Physical Demands and Working Conditions

On a continuous basis, sit at desk for long periods of time. Intermittently, twist and reach office equipment; write or use keyboard to communicate through written means; occasionally run errands; lift up to 10 pounds.

The eligibility list established as a result of this recruitment will be for a duration of six (6) months. Note that the examination materials for this recruitment are validated, copyrighted and inappropriate for review.