Administrative Secretary (Economic and Urban Development)

Notice of Limited Applications

This posting is limited to the first 75 applications received.
When that number is reached the posting will be automatically removed.

Career Opportunity

The city of Las Vegas invites applications for Administrative Secretary. This position will perform a wide variety of responsible and complex administrative, secretarial and clerical duties for a department director, deputy director, or City Manager; to coordinate and participate in office support functions in support of the department's goals and objectives; and to provide information and assistance to the public regarding city and departmental policies and procedures.

Distinguishing Characteristics

This is the advanced journey level class in the Secretary series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned related to serving as the personal secretary to a department director or deputy director in a large department. Employees perform the most difficult and responsible types of duties assigned to classes within this series including complex administrative, secretarial and clerical duties requiring independent judgment and personal initiative. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.

Supervision Received And Exercised

Receives direction from higher level supervisory or management staff.

May exercise direct supervision or functional and technical supervision over secretarial and clerical staff.

Selection Process
The selection process will include a review of all applications with only the most qualified participating in an interview. Final candidate selection will include hiring interview (if applicable). Any individual offered employment will be required to pass a pre-employment drug test and complete background check. Some positions may require preliminary background checks.

Essential Functions

1. Maintain a calendar of activities, meetings and various events for assigned director, deputy director, or City Manager; coordinate activities with other city departments, the public and outside agencies; monitor workload, work activities, priorities and deadlines; make travel arrangements as required.
2. Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities.
3. Perform administrative duties in support of assigned department director, deputy director, or City Manager; recommend improvements in work flow, procedures and use of equipment and forms; perform special projects and assignments as requested.
4. Participate in the duties relating to the administration of a department/office; assist in preparing comprehensive reports, minutes of meetings and agendas for meetings; compile annual budget requests.
5. Type and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft or verbal instruction; take and transcribe dictation using shorthand or dictation equipment as required; independently compose correspondence related to assigned responsibilities.
6. Maintain records and develop reports concerning new or ongoing programs and program effectiveness; maintain records for attendance, facilities usage, service levels, permits and related records; prepare statistical reports as required.
7. Manage office support functions; may direct the work activities of clerical personnel; prioritize and coordinate work assignments; review work for accuracy.
8. Operate a variety of office equipment including a switchboard, copiers, facsimile machine and computer; input and retrieve data and text; organize and maintain disk storage and filing.

Marginal Functions

1. Provide information and forms to the public as needed; apply departmental policies and procedures in determining completeness of applications, forms, records and reports.
2. Contact the public and outside agencies in acquiring and providing information and making referrals.
3. Receive, sort and distribute incoming and outgoing correspondence.
4. Serve as secretary to various committees and commissions; may take and transcribe meeting minutes.
5. Perform related duties and responsibilities as required.

Experience

Four years of increasingly responsible secretarial experience.

Training

Equivalent to graduation from high school, supplemented by specialized secretarial training. College level course work in business administration, public administration or a related field is desirable.

License or Certificate

May require possession of an appropriate, valid Notary Public certification.

May be required to take shorthand at 90 words per minute, depending on assignment.

Knowledge of

Operations, services and activities of assigned office or department.
Modern office procedures, methods and computer equipment.
Business letter writing and report preparation techniques.
Principles and procedures of record keeping.
Principles of supervision, training and performance evaluation.
English usage, spelling, grammar and punctuation.

Ability to

Coordinate, organize and review the work of staff in the area of work assigned.
Independently perform the most difficult administrative support services.
Interpret, explain and enforce department policies and procedures.
Perform responsible and difficult secretarial work involving the use of independent judgment and personal initiative.
Understand the organization and operation of the city and of outside agencies as necessary to assume assigned responsibilities.
Independently prepare correspondence and memoranda.
Supervise, train and evaluate assigned clerical staff.
Work independently in the absence of supervision.
Operate and use modern office equipment including a computer.
Work cooperatively with other departments, city officials and outside agencies.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Competencies
In addition to Core Workforce Competencies:

Supervisor Competencies

Professionalism – Models core values by being honest, respectful and positive; continuously demonstrates the core values of the city; supervisory actions are collaborative whenever possible and intended to grow the city's capacity at an individual, unit, division and/or department level.

Managing Performance – Takes responsibility for own and assigned employees' performance, by setting clear goals and expectations, tracking progress against the goals, ensuring regular feedback, and addressing performance problems and issues promptly.

Decisiveness – Willingness to make difficult decisions in a timely manner.

Developing and Empowering Others – Willingness to delegate responsibility; coaching assigned employee to develop their capabilities.

Facilitating Partnerships – Builds community and partnerships both inside and outside the organization.

Forward Thinking – Anticipating the consequences of situations and decisions; taking appropriate action to be prepared for possible changes.

Providing Support – Provides the tools and creates a supportive environment that allows others to successfully complete their work.