EXECUTIVE SECRETARY

Job Specifications

Class Code: BJ9 
Analyst:  SA 
Date Originated: 11/88 
Date Revised: 8/89 

SANTA CRUZ COUNTY

DEFINITION

Under direction, to serve as a secretary to the head of a large department or agency; to relieve management staff of clerical and administrative tasks; to perform difficult responsible clerical support tasks; and to do other work as required.

DISTINGUISHING CHARACTERISTICS

Positions in this class provide the full range of clerical and administrative support to a department or agency director. Within County, legal requirements and departmental policies and procedures, incumbents are expected to exercise a high degree of initiative, independent judgment, and discretion. Incumbents are also required to safeguard the confidentiality of information and demonstrate tact and diplomacy in dealing with people. This class differs from the class of Secretary by the preponderance of duties requiring considerable knowledge of the County's governmental structure, department or agency organizational patterns, policies and services, other governmental services and by the preponderance of administrative tasks.

This classification is designated CONFIDENTIAL due to the responsibility of handling departmental information related to employer/employee relations.

TYPICAL TASKS

Coordinates workflow, priority and work load among the clerical support staff; prepares Board agenda items, letters, memos and reports from brief instruction, recorded drafts, handwritten or typewritten drafts or machine dictation; edits and composes correspondence, memos and letters; responds to numerous requests for assistance from the public and other County officers; prepares agendas and takes minutes of staff, commission, task force and other meetings; monitors Board actions and keeps current on pending issues; follows up with division managers concerning various items referred by the department head for action; acts in a liaison capacity between the department/agency head, staff and representatives from other departments, agencies, and the public in situations often involving problem solving or discussion and persuasion to gain concurrence and cooperation; sets up and maintains a variety of files; gathers data for special reports or projects; assists in selecting, training and evaluating clerical employees; may supervise clerical support staff; develops and recommends office procedures and practices, implements as approved; operates word processing equipment or micro computers to input, access and print a variety of data and reports; makes travel arrangements, schedules appointments, and maintains the department head's calendar; arranges conferences and meetings; screens calls.

EMPLOYMENT STANDARDS

Knowledge:

Ability to:

Training and Experience: Any combination of training and experience, which would provide the required knowledge and abilities, is qualifying. A typical way to obtain such knowledge and abilities would be:

Four years of increasingly responsible clerical experience which would provide the knowledge and abilities listed above.

OR

One year of experience equivalent to a Secretary with the County of Santa Cruz.

Performance: Pass performance test, which demonstrates keyboard and formatting proficiency.