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Job Description
- Ensure the smooth and efficient operation of the department to which assigned as it relates to administrative duties; disseminate information to appropriate personnel; direct work flow and ensure compliance with departmental guidelines, policies and procedures.
- Serve as a member of the administrative team; participate in problem solving on various issues to enhance the Department’s efficiency and operation.
- Type and proofread a wide variety of reports, letters,memorandum, correspondence and statistical charts; type from rough draft or verbal instruction; take and transcribe dictation.
- Attend a variety of meetings; prepare and compile agenda packets; take and prepare minutes; disseminate information as appropriate.
- Maintain department filing systems and records; develop and implement filing systems; modify systems as appropriate.
- Maintain a calendar of activities and events for the assigned department; schedule meetings with elected and appointed individuals, coordinate activities with other City departments, the public and outside agencies.
- Screen office and telephone callers; respond to and resolve complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities; screen, sort and distribute mail; respond to routine correspondence.
- Operate a variety of office equipment including copiers, facsimile machine and computer; input and retrieve data and text; organize and maintain disk storage and filing.
- Provide assistance to other departmental staff in using various office applications.
- Assist in a variety of department operations; perform special projects and assignments as requested. CITY OF SIMI VALLEY Administrative Secretary (Continued)
- Oversee, assign, coordinate and review the work of assigned clerical staff; train, motivate and evaluate lower level administrative and clerical support staff.
- Attend and participate in support staff group meeting as required.
- Perform related duties as required.
Job Requirements
- Very Good in English.
- Proficiency with Microsoft Office Programs.
- Organisation and time management skills.
- Ability to Multitask.
- Office Management Experience Preferred.