In person or on the telephone interviews and secures information from a variety of callers, answers questions and resolves issues or refers issues to appropriate individuals. Retrieves and provides information to callers, visitors and other City staff as appropriate. Uses a variety of business software to prepare letters, memoranda, reports, and other documents from rough drafts, verbal instructions or by applying independent knowledge of City or departmental policies, procedures and operations. Performs assignments calling for the use of judgment and experience in making decisions in accordance with established policies and procedures. Coordinates meetings including scheduling and agenda preparation. Follows up on action items resulting from meetings. Supervises and trains department support staff. Processes payroll for the office. Prepares paperwork to pay expenses related to office activities, events, memberships, etc. Maintains general office files and other records. Assures confidentiality and security of information and materials. Serves as representative on Safety Committee. Supervises and trains department support staff as assigned. Participates and may lead departmental quality improvement projects. Performs related work as assigned.

Distinguishing Features of the Class
The Secretary to the City Manager performs a wide variety of tasks with considerable responsibility and political sensitivity on matters to be brought to the attention of the City Manager. A great deal of independent judgment is required in making decisions in accordance with established policies and relieving the City Manager of operating details such as obtaining and communicating information to others and preparing routine correspondence.

Minimum Qualifications:

Education and experience equivalent to completion of two years of college-level coursework, preferably including college-level business and office management courses, and considerable experience performing moderately difficult clerical work, including some supervisory responsibility, including or supplemented by office software application and stenographic courses, and; or any equivalent combination of experience and education which provides the desirable knowledge, skills, and abilities.

Desirable Knowledge, Skills and Abilities
Knowledge of : Office practices, procedures and equipment; business English, spelling and arithmetic; basic principles of public and business administration; standard record maintenance procedure.
Skill in : Accurate typing/word processing at a rate of speed necessary to meet job requirements. Skill in taking and transcribing dictation is desirable.
Ability to : Exercise discretion and good judgment; make independent decisions consistent with established precedents and departmental policy; be resourceful in meeting new problems; make a variety of arithmetic computations and tabulations with speed and accuracy; train and supervise subordinate clerical personnel; meet the public; maintain satisfactory relationships with other employees.

Selection Process:

All applicants are required to complete and submit a City application form and supplemental questionnaire. Resumes or faxed copies will not be accepted in lieu of the City online application and supplemental questionnaire. To apply, click on the “Apply” link located at the top of this page. New users must create an account first. Click on this link for instructions on how to set up your account and apply for the first time: Online Employment Application Guide .

Applications will be thoroughly reviewed by the Personnel Services Department. Those candidates who possess the most pertinent qualifications will be invited to continue in the selection process, which includes:

Performance Examination : will assess the candidates’ proficiency in using Microsoft Word 2010 software. The simulation will focus on tasks that a productive user of the software should know how to perform at various levels (Beginner, Intermediate and Advanced).

Writing Skills Examination : will evaluate the candidates’ ability to produce well-written, properly formatted, error-free correspondence using a computer.

Oral Interview Examination: will evaluate the candidates’ knowledge, skills, and abilities relating to those factors which are essential for successful performance on the job.

Candidates must be successful in every component of the selection process to be considered for the position.