Executive Secretary

  • 100105

SUMMARY: Under limited supervision, provides high level secretarial and administrative assistance for elected officials or the City Administrator; assures flow of accurate information in a timely efficient manner; and performs related duties as assigned.

ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge skills, and other characteristics. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.)

DUTIES AND RESPONSIBILITIES: (Which are not in any hierarchical order)
  1. Responds, records and/or routes incoming telephone calls, e-mails, or walk-ins.
  2. Composes, types, transcribes, and edits a variety of correspondence, reports, memoranda, and other material from written draft or dictation.
  3. Performs a variety of routine and complex secretarial duties.
  4. Maintains confidential records and reports.
  5. Maintains schedules, completes travel arrangements and processes travel requests for advances or reimbursement.
  6. Maintains and tracks budgetary expenditures, processes invoices and budgetary expenditures.
  7. May transcribe minutes and dictation requiring the understanding of complex terminology.
  8. Establishes and maintains accurate records and files.
  9. Assists in preparation and assembly of the City Commission agenda.
  10. Responds to inquiries and requests.
  11. May supervise other clerical staff.
  • Knowledge of City policies, practices and procedures.
  • Knowledge of general office machines, practices and procedures.
  • Knowledge of advanced computer software programs pertinent to area of assignment.
  • Knowledge of basic accounting procedures.
  • Knowledge of record keeping and file maintenance practices and procedures.
  • Knowledge of State statutes governing public records.
  • Skill in composing, handling, and responding to written correspondence at an upper management level.
  • Skill in maintaining confidential information and reports.
  • Skill in prioritizing and handling multi tasks and assignments simultaneously.
  • Skill in utilizing business English including appropriate grammar, punctuation and spelling.
  • Skill in utilizing public relations techniques in responding to inquiries and complaints.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to establish and maintain effective working relationships with those contacted in the course of work.
PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT: Work involves sedentary to light work in an office setting. There is frequent need to stand, stoop, walk, site, lift light objects (up to 10 pounds) and perform other similar actions during the course of the workday. The City of West Palm Beach promotes a drug/alcohol free work environment through the use of mandatory pre-employment drug testing.

MINIMUM QUALIFICATIONS: Associate’s Degree from an accredited college or university with a major in Business Administration or related field and five (5) years secretarial or office management experience at the management level, or any equivalent combination of training and experience. A valid Florida driver’s license is required for some positions.

FLSA Code: N/E
B/U: None
Last revision date: October 2001
Overtime: Yes
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