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Administrative Secretary

3 months ago

Chula Vista, United States City of Chula Vista, CA Full time

**Salary**
- $4,948.17 - $6,014.52 Monthly**Location**
- Chula Vista, CA**Job Type**
- Permanent, Full-Time**Job Number**
- 24017904**Department**
- Recreation - Administration**Division**
- Parks and Recreation Admin**Opening Date**
- 04/23/2024**Closing Date**
- 5/6/2024 5:00 PM Pacific**Description and Essential Functions**:
The Administrative Secretary provides highly responsible secretarial support to an executive or department head; performs a variety of highly responsible and complex clerical, secretarial, and routine administrative duties for a department; and may supervise secretarial and/or clerical personnel. This is the journey level class in the Administrative Secretary series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned. Employees perform difficult and responsible types of duties assigned to classes within this series including providing administrative support to a department in areas such as budget, personnel, or a departmental program or function, as well as providing responsible secretarial support to executive and/or management staff. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility. **There is currently one full-time, benefited vacancy in the Parks and Recreation Department.**

**Essential Functions**
Functions may include, but are not limited to, the following: perform administrative projects for executive and/or management personnel; research and compile background data; maintain records and files regarding department administrative activities; perform a wide variety of complex, responsible, and confidential secretarial and administrative duties for executive and/or management personnel; 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.

**Minimum Qualifications**:

- Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.

A typical way to obtain the knowledge and abil