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 include composing routine correspondence, acting as a receptionist, responding to complaints and requests for information, maintaining schedules, sorting and distributing incoming mail, preparing comprehensive reports, compiling budgets, typing and proofreading documents, independently composing correspondence and routine reports, relieving the department head of routine duties, initiating and maintaining various files and records, making routine appointments and arranging conferences and meetings, operating office equipment, coordinating the processing of Council agenda reports, reviewing and executing agreements, contracts, and memorandums, coordinating assignments with other division secretaries, and performing other related duties as assigned.

Qualifications include a combination of education and experience that could likely provide the required skills, knowledge, and abilities. Education typically includes a high school diploma or equivalent supplemented by specialized clerical courses, with a Bachelor's degree being desirable. Experience should include four years in increasingly responsible clerical experience, preferably including two years comparable to that of an Administrative Clerk II or Secretary in the City of Downey. Knowledge of business office management, City government, records management, customer service, arithmetic, and office equipment is required. Ability to interpret administrative policies, work independently, analyze situations, compile records, understand directions, establish working relationships, communicate effectively, use tact and discretion, project a professional attitude, follow directions, organize work, meet deadlines, check grammar and punctuation, handle multiple assignments, prepare correspondence, operate office equipment, and use electronic transcription equipment is essential. Bilingual in Spanish is highly desirable. A current and verifiable typing certification is required.

Physical tasks and environmental conditions include performing duties in an office environment, sitting, standing, and walking for prolonged or intermittent periods, reaching, bending, and twisting at the waist, lifting and carrying books, files, and reports weighing up to 25 pounds, and withstanding exposure to vibration, pitch, and glare from a computer.

The testing and selection process includes reviewing application materials, submitting a completed employment application and supplemental questionnaire, participating in an appraisal (oral interview) examination, undergoing a background review, and taking a pre-placement medical exam. Reasonable accommodation for qualified disabilities can be requested by contacting the Human Resources Office at View phone number on click.appcast.io at least 72 hours in advance.