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HomeMy WebLinkAboutAgenda Report - July 3, 1985 (79)cIVy OaWIL MELrIW- \ ju%¥ 1, 1985 . © . . , ... . . ! c SS S rCIEiCNllONS \ SECJ"R¥ T�) w ± . \ cit .�C Z ® 2 RVE Council a the specifications for the class of Secretary \ to the Cit Male£. \ . i 2 � . V .\\ . - yt ' - TO: THE CITY COUNCIL a FROM: THE CITY MANAGER'S OFFICE i SUBJECT: CIASS SPECIFICATIONS - SECRETARY TO THE CITY MANAG=ER PIMJNCIL CONAI 'IUNICATI DATE 3, 1985 RECQbIIMENIDED ACTION: That the City Council approve the specifications for the class of Secretary to the City Manager BACKGF4)UND INFORMATION: The 1.985-86 operating Budget recently approved by the City Council provides or the establishment of the new class of Secretary to the City Manager. The firs: step in the filling of this position is the approval by the City Council of the class specifications $ setting forth duties and qualifications. A copy of the recmwended class specification is attached (Exhibit A). Respe lly submitted, jThcros A. Peterson t City Manager MP -JJ NO. EXHIBIT A CITY OF LODI SECRETARY TO THE CITY MANAGER DEFINITION JUNE 1985 To perform a variety of highly responsible, confidential, and complex administrative secretarial and clerical duties for the City Manager and administrative staff in the City Manager's Office. SUPERVISION RECEIVED AND EXERCISED Receives direction from the City Manager and technical or functional supervision may be received from the Assistant City Manager and administrative staff in the City Manager's Office. Exercises general supervision over assigned technical and clerical personnel. EXAMPLES OF DUTIES Duties may include, but are not limited to, the following: Performs a wide variety of complex, responsible and confidential duties for the City Manager, Assistant City Manager, and administrative staff in the City Manager's Office including screening calls, visitors, and mail. Types and/or transcribes oral dictation from rough draft, shorthand notes, or transcribing machine recordings, and utilizes a word processor, as appropriate. Interprets City dolicies, rules, and regulations in response to inquiries; refer inquiries as appropriate. Independently responds to letters and general correspondence requiring knowledge of City policy and procedures. Makes travel arrangements, maintains appointment schedules and calendars, and arranges meetings and conferences. Prepares and maintains a variety of files and records including those related to confidential personnel and labor relations activities for the City. Compiles data and prepares reports and special documents as assigned. Supervises, trains, and evaluates assigned technical and clerical personnel. Performs related duties as required. SECRETARY TO THE CITY MANAGER - 2 QUALIFICATIONS Knowledge of: English usage, grammar, spelling, and punctuation. Modern office methods, procedures, and equipment. Business letter writing. Organization, procedures, and operating details of a municipal government. Record keeping principles and procedures. Principles of supervision, training and performance evaluation. Ability to: Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Communicate effectively, orally and in writing. Work cooperatively with other departments, City officials, and outside agencies. Interpret and apply administrative and departmental policies, laws, and rules. Compose correspondence independently. Operate and use modern office equipment, including word processors. Type and/or transcribe from handwritten copy, dictaphone_ and/or shorthand notes at a speed necessary for job performance. Compile and maintain complex and extensive records and files. - Maintain confidential data and information. Work independently in the absence of supervision. Analyze situations carefully and adopt effective courses of action. - Understand and carry out oral and written directions. Establish and maintain effective work relationships with those contacted in the performance of required duties. Type at a. - ped of 50 words per minute. Take dictation at a rate of 100. words per minute. Supervise, train and evaluate assigned personnel. SECRETARY TO THE CITY MANAGER - 3 EXPERIENCE AND EDUCATION Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Five years of increasingly responsible secretarial and clerical experience involving frequent contact - with the public, including one year of support provided to a high level administrator_. Education: Equivalent to the completion of the twelfth grade, supplemented by specialized clerical courses. LICENSE OR CERTIFICATE Possession of a valid California Driver's License.