Rev. & Ret. 7/97

City of San José

• Acts as Executive's or Councilmember’s representative with the public, Department personnel, City personnel, and special interest and political groups in establishing and maintaining control of critical and sensitive information.
• Interprets and transmits Executive's or Councilmember’s decisions, views, and directives to Department staff, City Human Resources Department, citizen's groups, and the public. Follows up and informs Executive or Councilmember of special concerns requiring his/her attention. Acts for Executive or Councilmember at meetings and conferences as requested.
• Ensures effective time management and daily scheduling of official calendar. Informs Executive or Councilmember of all pending appointments/meetings and ensures that he/she has necessary materials and is briefed before meetings.
• Screens incoming calls and materials and recommends or institutes appropriate actions. Answers inquiries and resolves complaints from the public not requiring the Executive's or Councilmember’s attention.
• Composes correspondence on a variety of subjects for Executive or Councilmember and for special commissions and bodies as appropriate. Reviews and edits correspondence prepared by others for Executive or Councilmember as directed.
• Compiles and prepares data for a variety of Department reports. Implements and revises records, forms, filing systems, and procedures.
• Performs a variety of independent research and report preparation.
• Supervises and develops Commission agendas and minutes. Composes correspondence in accordance with Commission's actions.
• Reviews for appropriate distribution Department's City Council referrals/service requests; distributes to appropriate staff for action, follows up on disposition; informs City Council liaison of any date or agenda change. Reviews mail, assigns to appropriate staff for action, and follows up on its disposition.
• Analyzes, develops, and implements procedures for expediting administrative work flow for an Executive's or Councilmember’s office.
• Coordinates and monitors Departmental agenda items for a variety of boards, commissions, committees and City Council meetings.
• Prepares and coordinates all travel arrangements and expense reimbursements for Executive or Councilmember.
• Supervises, instructs, and evaluates clerical personnel to ensure efficient clerical service for the Department.
• May take and transcribe dictation; operates standard office machines and equipment as necessary

• Knowledge of City, County, State, and Federal governmental processes as they relate to City matters, administrative procedures, general management policies, and City structure.
• Knowledge of the principles of English usage, spelling, grammar, office practices and procedures, and the operation of standard office equipment.
• Ability to perform secretarial work of unusual difficulty.
• Ability to execute the details of administrative matters for an Executive or Councilmember.
• Ability to communicate effectively, both orally and in writing.
• Ability to exercise independent judgment and initiative regarding administrative matters.
• Ability to establish and maintain effective working relations with a wide variety of people including City officials, employees, and the general public.
• Ability to handle sensitive and confidential information.
• Ability to type at a rate of 50 words per minute.

• Knowledge of report writing techniques and the principles of editing.
• Knowledge of basic research techniques and their applications.
• Ability to understand, interpret, and apply instructions, City rules, and regulations regarding City and departmental procedures.
• Ability to establish and maintain effective working relationships with constituents, politicians, community leaders, the general public, and City employees.

(Formerly Executive Secretary)