Executive Secretary (Confidential)

City of Vallejo Vallejo, CA

The City of Vallejo City Manager's Office is seeking an organized self-starter for our Executive Secretary (Confidential) position. This position offers an exciting opportunity to a customer service driven individual to serve a local community and support the goals and objectives of the City Manager's Office.

Incumbents receive general supervision and may exercise direct supervision over secretarial and clerical staff. The successful candidate will perform a wide variety of responsible and complex administrative, secretarial and clerical duties, reporting to the Assistant City Manager and working closely with other staff members in the City Manager's Office. Additionally, this position provides information and assistance to the public and assisting the administration and organization of the City Manager's Office.

The Ideal Candidate will have a "can do" attitude and experienced with responsible and difficult secretarial work involving the use of independent judgment and personal initiative.

Examples of Duties

Important responsibilities and duties may include, but are not limited to, the following:

Perform responsible, complex and administrative and secretarial support; supervises the ordering and storage of appropriate supplies; monitor budget as assigned; recommend improvements in work flow, procedures and use of equipment and forms.

Interacts with government officials, the City Council, commission members representatives from business and community organizations, the public and all levels of personnel.

Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities; receive and route mail.

Independently compose a wide variety of correspondence, letters, reports, and memoranda many of which are confidential and sensitive in nature.

Type and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft, verbal instruction or transcribing machine recordings; independently compose correspondence related to assigned responsibilities.

Participate in the duties relating to administration of a department; assist in preparing comprehensive reports, preparing minutes of meetings, preparing agendas of commission meetings, compiling annual budget requests, recommending expenditure requests for designated accounts, and monitoring approved budget accounts.

Maintain personnel and payroll records; process paperwork for personnel actions including new hires, terminations and promotions; monitor performance evaluation dates and provide appropriate forms to staff.

Assist in a variety of department operations; perform special projects and assignments as requested.

Manage office support functions; direct the work activities of assigned clerical personnel; prioritize and coordinate work assignments; review work for accuracy.

Maintain calendars of department activities, meetings and various events for the Department Director; coordinate activities with other City departments, the public and outside agencies.

Organize and maintain complex technical filing systems.

Perform general clerical work including filing, scheduling appointments and meetings, and processing payroll.

Serve as secretary to various committees and commissions; may take and transcribe meeting minutes.

Operate a variety of office equipment including a computer; input and retrieve data and text; organize and maintain disc storage and filing.

Perform at the intermediate/expert level in various software programs such as, but not limited to Excel, Word, PowerPoint, Access and Publisher.

May provide technical support in the absence of technical staff.

Coordinate travel arrangements for department staff as needed.

Perform related duties and responsibilities as required.

Minimum Qualifications


Knowledge of:

English usage, spelling, grammar and punctuation.

Modern office procedures, methods and computer equipment.

Business letter writing and basic report preparation.

Principles and procedures of record keeping.

Principles of supervision, training and performance evaluation.

Ability to:

Perform responsible and difficult secretarial work involving the use of independent judgment and personal initiative.

Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.

Interpret and apply administrative and departmental policies and procedures.

Independently prepare correspondences and memoranda.

Supervise, train and evaluate assigned clerical staff.

Transcribe such things as recordings, meeting notes, when required by assigned position, at a speed necessary for successful job performance.

Type at a speed necessary for successful job performance.

Ability to work independently in the absence of supervision and exercise a high level of confidentiality.

Operate and use modern office equipment including a computer and word processor.

Work cooperatively with other departments, City officials and outside agencies.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.