SENIOR SECRETARY

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

Job summary

The City of Burbank is seeking a Senior Secretary to provide confidential and complex secretarial support for a division manager or elected official. The role includes supervising clerical staff, preparing minutes, compiling data, and handling a variety of reports and communications.

Responsibilities also include coordinating meetings, assisting the public, and maintaining division records. The position requires strong organization, written and verbal communication, and the ability to work

Qualifications

• Knowledge of modern office methods, procedures and equipment.
• Ability to organize and maintain record keeping systems; supervise others.
• Shorthand/stenotype dictation or accurate transcription skills.

Responsibilities

• Perform a variety of confidential and complex secretarial duties for a division manager or elected official.
• Supervise clerical staff and assist in budget preparation.
• Take dictation and minutes, type memos and reports, manage division records and files.
• Coordinate meetings and assist the public with inquiries.

Skills

Office administration

Supervision

Record keeping

Verbal and written communication

Education

High school diploma or equivalent

Secretarial experience (3 years)

Tools

Word processor

Computer terminal

Calculator

Job description

NOTE: We are continuously seeking qualified candidates for Senior Secretary across all City departments through this ongoing recruitment process. Candidates who pass all qualifying phases (minimum qualification review, written examination, and/or oral interview) will advance to the hiring department who will have access to a pool of candidates to initiate the selection process. Please note that the time frame for the recruitment timeline will vary, contingent upon when vacancies arise.

Any candidate who withdraws, fails to appear, or fails at any part of the testing process may apply again for future opportunities.

Candidates will be removed from the ongoing candidate pool six (6) months from the dates of placement in the pool.

Under general direction, to perform a variety of confidential and complex secretarial and clerical duties for a division manager or full-time elected official; to supervise clerical staff; and to do related work as required.

Performs various clerical duties of a complex nature, including typing, filing, bookkeeping and processing forms; composes, types, and proofreads a variety of reports, letters, memos, and charts; researches, compiles and analyzes data for a variety of projects and reports; takes and transcribes dictation; takes verbatim and sense minutes of meetings and prepares official minutes; oversees maintenance of division records and files; assists the public and responds to program and procedural inquiries; coordinates and arranges meetings; operates calculator, word processor and other office equipment; may operate radio equipment; may operate a computer terminal to enter, modify, or retrieve data; assists in the preparation and administration of the division budget; supervises, trains and evaluates employees; implements and assists in developing policies and procedures related to assigned function; may serve as office manager.

Employment Standards:

Knowledge of modern office methods, procedures and equipment; English usage, spelling, grammar, and punctuation; basic arithmetic and accounting methods; municipal organization; principles of sound supervision.

Ability to organize and maintain record keeping systems; plan and direct the work of others; operate a variety of office equipment, including word processor and computer terminal; work independently and exercise judgment and initiative in performing duties; communicate effectively, both verbally and in writing; establish and maintain effective working relationships with supervisors, fellow employees, and the public; take shorthand/stenotype dictation at a speed of 90 words a minute or transcribe from dictation equipment accurately and quickly; type accurately from clear copy at a speed of 50 net words per minute.

Education/Training:

Three years of recent secretarial or cleric work, including one year in a responsible supervisory or specialized capacity and high school graduation or equivalent.

A valid California Class "C" driver's license or equivalent may be required at time of appointment.