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City of Torrance
Class Code: 1133

Class Designation: Civil Service

March 1992
(Revised)

Representation Unit: Torrance City Employees Assoc.

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Secretary

Definition

Under supervision, performs specialized, responsible secretarial and typing tasks; may supervise clerical personnel; and does related work as required.

Distinguishing Characteristics

Distinguished from Administrative Secretary/Aide in that the incumbent does not report directly to a department head or the City Manager. Distinguished from Typist Clerk in that incumbent performs secretarial duties requiring a high degree of independent judgement and discretion, and may supervise others.

Examples Of Duties

  • Composes correspondence and memos from brief verbal instructions or notes;
  • on referral from supervisor or after personally screening correspondence, answers mail requiring composition of letters on established policy matters;
  • conducts continuing correspondence independently on procedural or informational matters without review by supervisor;
  • obtains confidential or personal information from the public;
  • works with the public by receiving complaints and attempting to resolve them;
  • answers questions involving an understanding of policies, procedures, regulations and technical processes;
  • maintains a complex system of inter-related files and records, including personnel and time records;
  • modifies or devises forms for reporting data, and establishes controls for insuring accuracy of data;
  • makes appointments and schedules meetings;
  • compiles reports from a wide variety of sources and transmits data; depending on assignment, prepares requisitions and orders supplies, trains, directs or assigns work to other personnel, takes dictation or minutes of meetings.
  • Minimum Qualifications Guidelines 

    Knowledge of:
  • Standard office practices and procedures including business correspondence, filing, and standard office equipment operation;
  • Accurate spelling, and proper use of English and punctuation.
  • Ability to:
  • Perform secretarial work involving independent judgment and requiring accuracy and speed;
  • Make clear and comprehensive reports and keep difficult and complex records;
  • Understand and carry out complex oral and written directions;
  • Establish and maintain cooperative working relations with fellow employees and the public;
  • Communicate effectively orally and in writing;
  • Learn and interpret laws and rules;
  • Type neatly and accurately from rough drafts, reports, dictating machines and other sources;
  • Make arithmetical computations;
  • Operate a variety of office equipment, including calculator, word processor and computer terminal;
  • Supervise the work of employees;
  • May take dictation and transcribe accurately.
  • Experience

    Three years of increasingly responsible clerical experience, including the use of word processing and other standard office equipment.

    Education

    Equivalent to graduation from high school.