Confidential Secretary

Job Description

Job Description

NATURE OF WORK

This is responsible secretarial and administrative confidential support work for the Town Manager’s Office and Town Council, under the supervision of the Executive Assistant.

Work involves responsibility for performing complex confidential secretarial services.  Work requires the exercise of discretion in performing daily activities based on a complete knowledge of administrative policies and procedures and Town operations.  Work also involves important contacts with officials of other governmental and private agencies and the general public.  Work assignments are generally given with broad statements of objectives and performed with a considerable degree of independence.  Work is reviewed for the achievement of desired results.

An essential part of the duties of this position is assisting in developing a flexible and anticipatory organization which will provide cost-effective and customer-friendly delivery of quality services to the community; plus assisting in new ways to deliver both the short and long-term needs of South Windsor consistent with the Town’s goals and objectives.

EXAMPLES OF ESSENTIAL JOB FUNCTIONS

Plans, organizes and executes work according to standard procedures and oral directions from the Town Manager, Assistant Town Manager, and Executive Assistant/Clerk of the Council consistent with the Town’s quality service goals and the development of cost-effective, customer-friendly service delivery. 

Independently composes letters and reports; types and transcribes confidential letters, reports, and records from dictation notes, transcription equipment, or rough notes; performs special assignments, studies and routine administrative functions as directed.

Greets visitors; screens incoming correspondence and calls, and follows up to ensure timely response; responds to inquiries and requests from the public; attempts to resolve complaints that are not referred to division heads.

Under direction of the Executive Assistant/Clerk of the Council, drafts minutes, resolution letters and other correspondence and reports as needed––

Compiles and coordinates data for action by Town Manager and schedules appointments and arranges meetings; prepares statistical and narrative reports of some complexity.

Transmits and explains Town Managers’ directions to proper persons, and follow up for compliance, completeness, and conformance with deadlines.

Assists in developing and maintaining confidential and complex records and files, including department files, purchasing and other administrative records.  Performs related bookkeeping functions.

Responsible for updating and maintaining all board and commission webpages, including maintaining a listing of open positions on all Town Boards and Commissions.

Maintains and updates memberships and quarterly attendance of Boards and Commissions Maintains a spreadsheet of legal requests and fees.

Drafts citations and proclamations and maintains a calendar of community events accessible by the Town Manager and Town Council.  

In the absence of the Executive Assistant/Clerk of the Council, provides administrative support to the Town Manager.  Provides backup coverage for Town Council meetings.

May assist the Facilities Director and Health Director with administrative duties when needed.

OTHER JOB FUNCTIONS

Performs related work as required.

One theme of this Total Quality Management organization is teamwork both within departments and among departments to maximize quality service delivery to the citizens of South Windsor.  Personnel are encouraged and expected to perform work not definitely described in their job descriptions.  Recognition of individual performance beyond one’s job description is a function of the Town’s employee recognition programs and/or incentive pay plan.