1452-Executive Secretary II

Job description

CITY AND COUNTY OF SAN FRANCISCO

DEPARTMENT OF HUMAN RESOURCES

Title: Executive Secretary II

Job Code: 1452

DEFINITION

Under direction, performs highly specialized administrative secretarial services for one or more executive managers requiring the exercise of independent judgment on complicated and difficult administrative matters involving sensitive and confidential information; may supervise subordinate clerical personnel; and performs related duties as required.

DISTINGUISHING FEATURES

This is the journey-level code in the Executive Secretary series. It is distinguished from the next higher code, 1454 Executive Secretary III, which is the most advanced in the secretarial series. The Executive Secretary III typically performs personal and confidential secretarial work for the highest level of executive management staff and uses the broadest level of independent judgment, decision-making and action.

SUPERVISION EXERCISED

A 1452 Executive Secretary II may supervise a moderate-sized group of subordinate clerical personnel.

EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES

According to Civil Service Commission Rule 109, the duties specified below are representative of the range of duties assigned to this job code/class and are not intended to be an inclusive list.

1. May take and transcribe dictation of a highly confidential and/or critical nature.

2. Types, edits and composes a variety of letters, memoranda and reports using computer software/systems; prepares agendas; transcribes minutes.

3. Develops, maintains, and manages various office/record systems, and electronic files.

4. Prepares summaries of reports, memoranda and documents for executive staff review.

5. Interprets administrative decisions and policies to staff, agencies and the public.

6. Examines, verifies, and organizes a variety of records and reports including budget documents.

7. Maintains appointment calendar for supervisor; and makes business travel arrangements.

8. May assign and supervise the work of subordinate clerical staff.

9. Performs related duties and responsibilities as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of: current office practices, procedures and equipment; business English; spelling; arithmetic; office management and office/record systems.

Requires sufficient skill in: typing to complete 55 words per minute (WPM); computer and keyboarding skills; written and oral communication skills. May be required to take shorthand dictation or to type from machine transcription.

Ability to: plan, organize, coordinate and review the work of an executive office; exercise judgment in making decisions; handle administrative details independently, including the composition of letters, memoranda, and reports; establish and maintain harmonious working relationships with managers, city officials, employees, and public.

MINIMUM QUALIFICATIONS

These minimum qualifications establish the education, training, experience, special skills and/or license(s) which are required for employment in the classification. Please note, additional qualifications (i.e., special conditions) may apply to a particular position and will be stated on the exam/job announcement.

Education:

Experience:

1. Two (2) years of verifiable executive secretarial experience providing personal and confidential administrative support for a manager by arranging appointments and assisting in the preparation of meetings, responding to public inquiries, reviewing incoming documents, composing confidential correspondence, conducting research and preparing statistical reports. Job duties must be comparable to 1450 Executive Secretary I; OR

2. Four (4) years of verifiable secretarial experience encompassing editing and independently composing letters and other correspondence utilizing computer software/systems; researching, compiling and organizing data for various reports; and maintaining office/records systems. Job duties must be comparable to 1446 Secretary II.

License and Certification:

Substitution:

A recognized secretarial training program of two hundred forty (240) hours or the equivalent of fifteen (15) semester units in graded secretarial college units, may substitute for up to six (6) months of the required experience. Proof of satisfactory completion must be submitted at time of filing application.

SUPPLEMENTAL INFORMATION

PROMOTIVE LINES

To: 1454 Executive Secretary III

From: 1450 Executive Secretary I

ORIGINATION DATE: 08/26/85

AMENDED DATE: 07/23/99, 03/27/14; 09/10/24

REASON FOR AMENDMENT: To accurately reflect the current tasks, knowledge, skills & abilities, and minimum qualifications.

BUSINESS UNIT(S): COMMN SFCCD SFMTA SFUSD

Standard information

Disaster service work

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

Historic and future compensation