Secretary to the Chief Administrative Officer (Unclassified)
JOB CODE: 3508
PAY GRADE: 2220
SALARY RANGE: $41,114 - $69,955
LOCATION OF WORK
Under the direction of the Chief Administrative Officer, performs professional secretarial services to promote effective and efficient operation of the office. Work is performed under minimum supervision; incumbent exercises initiative and discretion in daily activities. Work is reviewed through daily review of performance and of assignments completed. Performs other work as requested.
ESSENTIAL WORK TASKS
Schedules and confirms all appointments and meetings; receives and organizes incoming mail; screens telephone calls to CAO; makes all travel arrangements for CAO; performs other secretarial duties as required. Composes and types correspondence; takes and transcribes all shorthand dictation of correspondence. Works closely with Mayor's secretary to coordinate scheduling of events requiring the presence of both the Mayor and the CAO. Maintains documentation of various records; maintains files. Types purchase requisitions and indirect payment requisitions. Performs specialized secretarial tasks specific to area of assignment. Maintains documentation on all payroll information and leave balances; prepares bi-weekly payroll.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of the organizational structure and functions of City-Parish government. Knowledge of modern office procedures, practices, and policies. Knowledge of secretarial techniques and procedures. Knowledge of applicable Federal, State, and local laws, ordinances, rules, and regulations governing maintenance of records. Knowledge of business English, spelling and mathematics. Skill in the use of secretary-related computer software. Skill in the operation of modern office equipment, such as telephone, typewriter, copier, calculator, computer terminal and printer. Skill in the taking of shorthand may be required. Ability to type 60 words per minute. Ability to make rapid and accurate arithmetic computations. Ability to maintain accurate and current records and files. Ability to respond to inquiries with tact and courtesy. Ability to be flexible in the day-to-day completion of work assignments. Ability to establish and maintain productive working relationships with other employees, state officials, and the general public. Ability to exercise good judgment in high pressure situations. Ability to communicate effectively in writing and orally. Ability to maintain confidentiality of files, records, and other materials.
High school diploma, GED, HiSET, or equivalent certificate of competency, supplemented by business college courses, and three years of experience in progressively responsible clerical duties, and two years of administrative experience in supervision.
CERTIFICATIONS / LICENSES / REGISTRATIONS
(Unless otherwise specified below, must possess at the time of appointment and must be maintained current throughout employment in this classification.) None.
OTHER JOB ASPECTS
Unclassified job specifications may be revised at the will of the appointing authority.