06/04

City of San José
SECRETARY TO THE CITY MANAGER (U) (1162)

CLASS SUMMARY
   Provides secretarial and administrative assistance to the City Manager in the conduct of that office and performance of responsibilities assigned to him/her by the City Charter, laws, ordinances and City policies and programs. May also provide general office management and lead other support personnel. Performs related work as required.

DISTINGUISHING CHARACTERISTICS
   This is a single-position class in the unclassified service. It is the highest-level Secretary in the City Service. The incumbent acts as the City Manager’s representative both inside and outside the organization, and must utilize a high degree of sensitivity to the impact of the decisions and responsibilities of the City Manager. This class is distinguished from the lower level Administrative Assistant in that the latter reports to a Councilmember, Department Director, or other similar level City Executive to relieve the executive of administrative detail. It is distinguished from the Secretary to the Mayor by its involvement in administrative duties supporting management of the various Departments within the City.

QUALIFICATIONS
   (These qualifications are typically required. An equivalent combination of education, experience, knowledge, skills, and abilities sufficient to satisfactorily perform the duties of the job may be substituted.)

Minimum Qualifications
Education and Experience
   Completion of high school or GED and six (6) years of increasingly responsible secretarial experience including one (1) year of experience performing work of a similar nature and level as an Administrative Assistant with the City of San Jose.

Other Qualifications
   (Incumbents may be required to have different combinations of the listed qualifications, or more specific job-related qualifications depending on position.)

Basic Knowledge, Skills and Abilities
(Needed at entry into the job in order to perform the essential duties.)

· Knowledge of principles of public administration and management.
· Knowledge of the role of city staffs and line departments in providing city services
· Knowledge of the principles of English usage, spelling, grammar, office practices and procedures, and the operation of standard office equipment.
· 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, politicians, special interest and political groups, community leaders, Department Heads, employees, and the general public.
· Ability to handle sensitive and confidential information
· Ability to train and lead other employees.
· Ability to operate computers and other modern office equipment, including online computer systems and related equipment.

Desirable Qualifications
    (Knowledge, skills and abilities; licenses, certificates, education, experience that is more position specific and/or likely to contribute to more successful job performance; can often be learned or acquired while on the job.)

· Knowledge of City of San José staff and line departments’ functions.
· Ability to interpret and transmit the City Manager’s decisions, views, and directives to his/her deputies, department heads, Mayor, City Council and others, and conversely relays respective views to him/her.

*Frequency defined as %, (totaling 100%) or “Continuous” (daily or approximately 20%+), “Frequent”(weekly or approximately 15%+), “Occasional”(monthly or approximately 10%+), “As Required”(Intermittent or 5% or less)

CLASSIFICATION HISTORY:
Established 3/80; Revised 06/04:s001