|CAO EXECUTIVE ASSISTANT|
|Performs highly responsible complex secretarial, administrative and clerical work for the Chief Administrative Officer (CAO), which involves considerable public contact and requires skill in handling difficult situations, complicated schedules, and inflexible deadlines. Performs a variety of complex secretarial tasks which require independent judgment and action, including making administrative decisions in accordance with organizational policies and practices. This position is responsible for functions delegated in order to relieve the CAO of operational details and routine matters. Work performed may require familiarity with the terminology used in the CAO's Office in addition to extensive knowledge of the programs, policies, and procedures of the City programs and procedures. Additionally, this position performs special research, investigates complaints and recommends solutions and assists in budget development and administration. Direction is received in the form of broad statements/general outlines which consist primarily of objectives, priorities, deadlines, and suggested available resources. Employees are expected to plan, develop work routines, and complete assignments with minimum supervision. Only unusually important or complicated assignments are checked in detail upon completion.|
|Takes specialized/confidential dictation using shorthand or Dictaphone and transcribes contracts, proposals,
statements, minutes, letters, and other non-routine material.
Composes and types non-routine and routine correspondence/documents, frequently from ideas, or general
instructions; signs routine documents.
Collects, selects, and organizes data from various sources and prepares periodic or special reports; computes
totals and/or verifies figures as needed.
Reviews official minutes, publications, and other material for items pertaining to the supervisor's area.
Monitors and coordinates progress of various assignments in order to facilitate accomplishment of objectives.
Reviews and edits material to be signed by supervisor for clarity and accuracy; rewords or reconstructs
sentences as required.
Reviews and screens incoming mail to determine if supervisor's personal attention is required; may
independently compose reply, provide information or route to appropriate person.
Plans work routine, determines priority of assignments and adjusts schedule as needed to accomplish objectives.
Receives and screens telephone calls and visitors to ascertain nature of situation; determines whether supervisor's personal attention is required; explains or interprets what is required to render a service, carry out policies, etc., or refers to appropriate office.
Schedules and coordinates tentative appointments without prior clearance; advises supervisor of important meetings; organizes and assembles material needed for meetings.
Researches, collects, and selects material needed for articles, speeches, or other assignments and assists in the composition.
Approves and signs requisitions, vouchers, and other office documents for supervisor.
Monitors expenditure accounts and verifies balances in accounts; participates in preparation of budget.
Coordinates and supervises work of clerical staff; trains employees.
Operates word processing equipment, computer terminal and other office equipment.
Performs other related work as required.
|Knowledge of business English, composition, modern office practices, procedures and equipment.
Knowledge of organizational operations and procedures.
Thorough knowledge of filing systems and records management.
Knowledge of computer applications and various spreadsheet packages.
Skill in handling difficult situations, complicated schedules, etc.
Skill in taking and transcribing complex dictation.
Ability to maintain fiscal records and understand and follow complex instructions.
Ability to effectively communicate with employees, officials, and the public, orally and in writing.
Ability to review written correspondence for clarity, accuracy, completeness and for grammatical and punctuation errors; ability to compose general written correspondence.
Ability to work independently on complex and confidential secretarial tasks and make decisions based on policies, procedures and regulations.
Ability to operate a personal computer and related equipment for extended periods of time.
Ability to concentrate and pay considerable attention to detail.
|High school diploma with four (4) or more years progressively responsible secretarial work with experience in office management functions. Certified Professional Secretary certificate desired; or an equivalent combination of education, training and experience. Must type 60 CWPM and pass 80/100 WPM dictation test.|