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.