ADMINISTRATIVE SECRETARY

1. Provides administrative/secretarial support, relieving the General Manager of administrative or clerical details.
2. Coordinates communications and correspondence between General Manager and work group's staff which include issues of a confidential nature.
3. Independently composes difficult correspondence on a variety of matters, which can include material of a confidential nature, from shorthand notes, rough drafts, transcription machine tapes or verbal instructions.
4. Prepares city documents including, but not limited to, personnel action forms, performance evaluations, requisitions and legally required notices.
5. Reviews and edits documents prepared by work group's staff for accuracy and General Manager's signature.
6. Assists in the gathering, and compiling of information for budget preparation; may monitor budget expenditures.
7. Prepares administrative reports and memoranda; develops office forms and report formats.
8. May train, provide work direction, and supervise clerical support staff; may assign and review work to assure timely and efficient completion of office work.
9. Receives, screens, and interviews callers on behalf of the General Manager, both in person and on the telephone; evaluates and responds to requests, complaints/concerns; forwards requests, complaints/concerns to appropriate staff for attention; follows up to ensure prompt response or action.
10. Provides information and assistance to work group's managers, supervisors, and clerical staff, other city departments, outside agencies and the public.
11. Interprets, explains, and applies city laws and guidelines, policies, programs, rules, requirements and procedures.
12. May prepare and distribute meeting notices, agenda, and agenda items; may attend meetings and conferences to record proceedings or receive information; may prepare and distribute action minutes.
13. Opens and reviews incoming mail and documents for General Manager's signature; notes pertinent information for General Manager's consideration and action.
14. Maintains a variety of confidential information, complex files and records.
15. Maintains calendar for the General Manager; schedules meetings and appointment; makes travel and hotel arrangements.
16. May process timesheets and surveys.
17. Performs related duties as required.

• High school diploma or GED and two (2) years of college level courses or equivalent including or supplemented by secretarial training and five (5) years of current full-time, paid secretarial experience. Experience and/or education may be substituted on a year for year basis.

• Applicable laws, codes, regulations, policies and procedures.
• Modern office practices, procedures and equipment.
• Record-keeping techniques.
• Personal computer software and hardware.
• Telephone techniques and etiquette; customer service principles.
• City organization, operations, policies and objectives.
• Correct English usage, grammar, spelling, punctuation and vocabulary; proofreading techniques.
• Principles and practices of training and providing work direction.
• Basic budgeting practices and procedures.
• Letter and report writing.
• Mathematical concepts/functions.
• Accounting, payroll or purchasing system.

• Type 60 net words per minute from clear copy.
• Independently compose letters, memos, or other material.
• Transcribe dictation accurately at an acceptable rate of speed.
• Proofread and edit a variety of documents and reports.
• Take notes quickly and accurately.
• Establish and maintain a variety of complex central filing systems.
• Apply and explain applicable laws, codes, rules, regulations, policies and/or procedures.
• Research, compile, and organize material and summarize in report-form.
• Add, subtract, multiply and divide quickly and accurately.
• Operate a variety of office machines and equipment including personal computer and related software.
• Analyze situations accurately and adopt an effective course of action.
• Understand and follow oral and written directions.
• Exercise independent judgment and discretion, and maintain confidentiality.
• Train and provide work direction to office clerical support.
• Effectively communicate both orally and in writing.
• Establish and maintain cooperative and effective working relationships with others.
• Organize and prioritize work assignments.

• Possession of a valid California Class C driver's license.

• Require talking, hearing, and vision (which may be corrected) to read small print.
• Require mobility of arms to reach and dexterity of hands to grasp and manipulate small objects.
• Perform work which is primarily sedentary and repetitive.
• Is subject to inside environmental conditions.
• May be required to attend periodic evening meetings and/or to travel within and out of city boundaries to attend meetings.

RECRUITMENT PROCESS

Applications will be screened and evaluated for relevant training and experience. Applications must be complete,and include any and all required documents. Only those applicants determined to be among the most qualified may be invited to participate in the recruitment process, which will consist of the following sections:

• Supplemental questionnaire, no weight
• SME review, no weight
• Written exam, weighted 50%
• Oral exam, weighted 50%

The Human Resources Department reserves the right to adjust, modify, delete and/or change the above exam types and/or weights.

Supplemental questionnaires are used to evaluate applicant's indicated abilities with the ideal candidate profile. Applicants must achieve a cut-off score of 70% or above on written, performance and oral exams to be placed on the eligibility list. Passing any/all of the examination sections does not guarantee an invitation to the selection interview. The Human Resources Department reserves the right to invite those amongst the highest scoring to the next phase of the recruitment.

Revisions to a testing component during a recruitment process can be made at the discretion of the Human Resources Department. Applicants will be notified by email if a revision is made. An eligibility list will be established in accordance with the City's Personnel Rules, Rule VI, Employment List Procedures.

OTHER INFORMATION:

The City of Carson is an Equal Opportunity Employer. Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call Human Resources for assistance at (310) 952-1736.

APPOINTMENT:
Any offer of employment, or acceptance of an employment offer, is contingent upon passing live scan, background check and other tests. All new employees are required to take a loyalty oath.

The provisions of this bulletin do not constitute an expressed or implied contract. Any provisions contained herein may be modified or revoked without notice. All statements made on the job application are subject to investigation and/or verification. Inaccurate and/or false statements will be cause for disqualification, removal from the eligibility list or discharge from employment.

IMPORTANT NOTICE: THIS POSITION IS INTERNAL AND PROMOTIONAL.

CURRENT CITY OF CARSON EMPLOYEES:

Please do not use your City of Carson email address as part of this application. You must indicate a personal email address in order to receive communications and/or notices from Human Resources throughout the recruitment process.