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!

This recruitment is to establish an eligibility list of qualified candidates to fill one current full-time vacancy in the Community Development Department. Applicants from this recruitment may be utilized to fill other full-time vacancies from varying departments. An Eligible List of qualified applicants will be established from this recruitment. Eligible List may be utilized to fill other full and part-time vacancies as needed. Generally, a valid Eligible List is in effect for up to one year.

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.