Executive Secretary

Executive Secretary

The City of Downey is seeking an experienced and highly organized Executive Secretary to provide administrative support to the Community Development Department. The ideal candidate will be a proactive professional with exceptional communication, coordination, and multitasking skills who thrives in a fast-paced environment.

The Executive Secretary will perform a wide range of administrative duties, including preparing correspondence and reports, managing schedules, coordinating meetings, and serving as a key point of contact between departments and the public. The ideal candidate is detail-oriented, discreet, and customer-service driven, with a strong ability to anticipate needs and ensure smooth daily operations.

This is an excellent opportunity for a motivated individual who enjoys supporting leadership, fostering teamwork, and contributing to the City's commitment to excellence in public service. Apply today to join a dynamic and professional team!

Examples Of Essential Functions

• Compose routine correspondence not requiring the supervisor's personal attention.
• Act as a receptionist, screen telephone calls and visitors, and refer inquiries as appropriate.
• Respond to complaints and requests for information regarding the intent of instruction, precedents and regulations.
• Maintain, arrange, and coordinate calendar and schedule for supervisor.
• Sort and distribute incoming mail.
• Participate and assist in the administration of a department; prepare comprehensive reports.
• Compile annual budget requests and recommend expenditure requests for designated accounts.
• Type letters, memorandums, proceedings of meetings; proofread and/or correct typed material for completeness, spelling, grammatical or punctuation accuracy.
• Independently compose correspondence and routine reports; gather, tabulate and interpret financial information related to the work assignment.
• Relieve the department head of routine duties; gather and prepare information for routine reports.
• Initiate and maintain a variety of files and records of information such as payroll, attendance, budget, production and cost records; maintain manuals and update resource materials.
• Make routine appointments and arrange conferences and meetings
• May serve as secretary to a board or commission, preparing the agenda and taking minutes of the meeting.
• Operate a variety of office equipment such as photo copiers, word/data processors, adding machines, calculators, cash register, shredders and field dispatch equipment.
• Coordinate the processing of Council agenda report; review, approve, and execute agreements, contracts, memorandum of understandings and etc.
• Coordinate assignments with the secretaries of other divisions within the department.
• Perform other related duties as assigned.

Qualifications

Any combination equivalent to experience and education that could likely provide the required skills, knowledge and abilities would be qualifying. A typical way to obtain the skills, knowledge, and abilities would be:

Education: High school diploma or equivalent, supplemented by specialized clerical courses. A Bachelor's degree is desirable.

Experience: Four (4) years in increasingly responsible clerical experience, preferably including two years experience comparable to that of an Administrative Clerk II or Secretary in the City of Downey.

Knowledge of: Business office management procedures and methods; organization and function of City government, records management principles and practices; customer service principles, practices, and methods; arithmetic, grammar, spelling, word meaning; materials and equipment used in office operation; principles of public relations; administrative policies and procedures; English usage, arithmetic, spelling, grammar and punctuation; modern office methods, procedures and equipment and business letter writing; organization, procedures and operating details of the City department to which assigned.

Ability to: Interpret and apply administrative and departmental policies, laws and rules; work independently in the absence of supervision; analyze situations carefully and adopt effective courses of action; compile and maintain complex and extensive records and prepare reports; understand and carry out oral and written directions; establish and maintain positive working relationships with co-workers and members of the public communicate effectively both orally and in writing; communicate with the public in a friendly, courteous and helpful manner; use tact, discretion, and independent judgment; project a professional attitude and appearance in all situations; follow oral and written directions; analyze problems; organize own work, set priorities, meet critical deadlines and follow up with minimal supervision; check grammar, spelling and punctuation in technical material; handle many assignments at once; independently prepare correspondences and memoranda; operate standard office equipment, including a personal computer using Windows based software; operate a personal computer and keyboard at a rate of thirty (30) words per minute net speed/corrected rate; possess the ability to effectively use electronic transcription equipment. Bilingual in Spanish language is highly desirable. An applicant must attach a current and verifiable typing certification (dated within the past twenty-four (24) months. The required documentation must be uploaded and submitted with the on-line employment application. Applications received without the required documentation will be considered incomplete and removed from consideration. An acceptable typing certificate may be obtained from a local college, adult school, or employment. Typing certificates obtained over the Internet are NOT acceptable. Position requires access to reliable and efficient method of transportation as travel may be required by duties. California Department of Motor Vehicle (DMV) Pull Notice System: An incumbent appointed to this position is subject to enrollment in the California DMV Pull Notice Program. The Pull Notice program provides information on the incumbent's driving record and Driver's License status on a periodic basis to the City of Downey. An employee assigned a City vehicle must acknowledge receipt and understanding of City Administrative Regulations covering the use of City vehicles.

Additional Information

The duties and responsibilities of this position are performed in an office environment and involve sitting, standing, and walking for prolonged or intermittent periods of time, and include reaching, bending, and twisting at the waist to perform desk work and operate general office equipment including a personal computer with keyboard for prolonged or intermittent periods of time. The operation of a personal computer requires finger and wrist dexterity and the ability to withstand exposure to vibration, pitch and glare from the computer. Incumbent must be able to safely lift and carry books, files and reports weighing up to 25 pounds. Must be able to lift files and reports from counter tops or file drawers and withstand exposure to vibration, pitch and glare from a computer.

Testing & Selection Process: All application materials received on-line by the final filing date will be reviewed. For consideration, a completed employment application and supplemental questionnaire submitted on-line is required. A resume will not be accepted in lieu of the required application materials. Incomplete application may be removed from consideration. All information submitted is subject to verification. Those applicants who are assessed as meeting the desired qualifications for the position will be invited to participate in the examination process which will consist of: An appraisal (oral interview) examination weighted 100% to assess the applicant's knowledge, education, experience and general ability to perform the essential functions of the position. Candidate(s) who complete the appraisal interview with acceptable results will be placed on an Eligibility List to be considered by the Department's hiring authority. An employment offer is contingent upon acceptable results from a completed background review, including a fingerprint check with the California Department of Justice (DOJ). A pre-placement medical exam will be scheduled after the issuance of a conditional offer of employment. Any applicant requiring reasonable accommodation during the selection process due to a qualified disability must inform the Human Resources Office at View phone number on click.appcast.io at least 72 hours in advance.