Executive Secretary I

Job Description - Executive Secretary I (250000EQ) Job Description Executive Secretary I - ( 250000EQ ) Position Grade: 12G Department: Multiple Departments Job Type: Full-Time (Permanent) Examination Number: EX1437 Location: St. Louis, MO Incumbents in this classification perform a variety of secretarial, clerical, and administrative support duties, some of which are confidential, for a city commissioner, deputy director, Board or executive Mayoral staff. Essential Functions and Responsibilities Receives, screens, and responds to correspondence and memos on behalf of the division head or Board; independently composes correspondence; types a wide variety of routine to moderately complex reports, letters, memoranda, contracts, agreements, specifications, personnel related documents, meeting minutes; may take dictation. Maintains appointment calendar; schedules appointments and makes travel arrangements. Screens calls and visitors; responds to complaints and requests or refers matters to appropriate city personnel; acts as an information source regarding department or Board operations, activities, policies, and procedures. Receives, reviews, and processes payroll, purchase orders, payments, account transactions, travel requests, travel reimbursements, vouchers, and permits. Prepares for meetings; collects and prepares meeting items; oversees agenda requests; prepares agendas, notices, and packets; distributes meeting materials and final agenda; may attend meetings and take meeting minutes; schedules meeting rooms. Performs various accounting activities; monitors and maintains accounts; posts transactions; purchases office supplies and equipment; assists in the preparation of the office budget. Compiles and assembles information for reports; types reports. Opens and distributes mail. May represent the commissioner on committees, at special events, etc.; serves as liaison to other city departments. May conduct special assignments as assigned. Some positions may create graphs, charts, spreadsheets, and presentation materials using spreadsheet, database, and presentation software. Knowledge, Skills, and Abilities Data Utilization: Requires the ability to perform basic level of data analysis including the ability to review, classify, categorize, prioritize and/or reference data, statutes and/or guidelines and/or group, rank, investigate and diagnose. Requires discretion in determining and referencing such to established standards to recognize interactive effects and relationships. Human Interaction: Requires the ability to provide guidance, assistance and/or interpretation to others, such as coworkers, other department personnel, executives, and the public, on how to apply policies, procedures and standards to specific situations. Equipment, Machinery, Tools and Materials Use: Requires the ability to operate, maneuver and/or provide simple but continuous adjustment on equipment, machinery and tools such as a computer, typewriter, calculator, fax and copy machines, and other office machines, and/or materials used in performing essential functions. Verbal Aptitude: Requires the ability to utilize a variety of advisory data and information such as financial statements, reports, contracts, agreements, financial statements, policies and procedures, statutes, procedures, guidelines and non-routine correspondence. Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; calculate decimals and percentages. Functional Reasoning: Requires the ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic or schedule form. Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objective. Situational Reasoning: Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory, judgmental and/or subjective criteria, as opposed to criteria that are clearly measurable or verifiable. Environmental Factors: Work is normally performed in an office environment under generally safe and comfortable conditions where exposure to irate individuals poses a very limited risk of injury. Physical Requirements: Tasks involve the ability to exert light physical effort in sedentary to light work. Tasks may involve extended periods of visual concentration at a keyboard or workstation. Sensory Requirements: Requires the ability to recognize and identify individual characteristics of colors, shapes, and sounds associated with job-related objects, materials and tasks. Qualifications Two years of advanced secretarial and administrative support experience in an office environment. 30 hours of College coursework in Business Administration or a related field may substitute for one year of the required experience. OR an equivalent combination of education, training, and experience. Scoring Components and Their Weights Experience and Training: 100% May be subject to: Background Investigation: Pass/Fail Medical Examination: Pass/Fail Documentation of Academic Credentials must be Submitted Upon Request Please submit official documentation of your academic credentials upon request. To be eligible for veteran's preference points, the applicant must submit a copy of their DD 214 Certificate of Release or Discharge from Active Duty with the Employment Application or upon request. The Director of Personnel may, in their discretion, accept alternate documentation. City Residence Preference Points City residents who pass an examination for a position in the classified service and do not receive any other preference will receive a five (5) point preference on a scale of 100 points on the exam. An additional one (1) point shall be added to the passing score of City residents who receive any other preference on a scale of 100 points. City residents must have resided in the City for at least one (1) year at the time of filing their application to be eligible for the preference points. Accommodations If assistance with the job application is necessary based on a physical impairment, mental impairment, or otherwise, they should reach out to the Office on the Disabled with contact information. This office will not disclose any information that an applicant or employee has a disability or has discussed possible accommodations without the applicant's or employee's prior consent. City of St. Louis City Hall, 1200 Market Street, Saint Louis, MO 63103 #J-18808-Ljbffr City of St. Louis