Executive Secretary I

City of Pensacola, FL - Pensacola, FL

Job Description: This is responsible, varied and complex secretarial and clerical work. An employee in this class performs responsible secretarial work of considerable variety and complexity. Work involves the application of independent judgment on the basis of considerable knowledge of the activities, practices, procedures, and policies of the activity or department. An employee in this class frequently develops and refines their work routines and is expected to carry assignments through to completion with a minimum of supervision.

Directions are usually received in the form of suggestion or general outline, with detailed instruction received only in unusually complex or unprecedented situations. May assign and review the work of other employees assisting in routine details. Assignments involve the operation of standard office equipment. Job Responsibilities: 100.00% -
Skill in operating computers and associated software.
Composes and types correspondence requiring knowledge of departmental operations and regulations, and follows up discrep­ancies by personal contact or correspondence.
Prepares complex clerical records and reports from a variety of materials involving a knowledge of departmental practices and procedures; composes and completes information for technical forms and reports.
Keeps financial and other records involving a limited knowledge of bookkeeping principles, prepares reports or summaries requiring checking against records to secure information, processes vouchers and purchase orders.
Establishes and maintains alphabetical, numerical, subject matter, or more complex filing systems. Retrieves information upon request.
Assists persons seeking information by phone or in person; explains rules, regulations and departmental policies; makes decisions in regards to compliance with laws, regulations, and rules.
Types articles, forms, letters, reports, tabulations, and other material from copy, rough draft, or information at hand, which require independent judgment in layout.
Interviews callers, screening wherever possible in order to conserve supervisor's time; makes and cancels appointments; and keeps appointment records.
Briefs and abstracts reports, articles, letters, memoranda, and technical documents.
Assigns, and reviews work of subordinate clerks engaged in routine clerical tasks.
Operates standard office equipment.

Minimum Preparation For Work:
Graduation from high school or equivalent; and
Four (4) years of progressively responsible experience in clerical/secretarial work. Courses in clerical/secretarial work may be substituted for clerical/secretarial experience on a one-year for one-year basis, to a maximum of two years.

Knowledge, Skills and Abilities: KSAs - Thorough knowledge of modern office practices and proce­dures.
Thorough knowledge of business English, spelling, grammar and math.
Thorough knowledge of departmental or activity practices, activities, rules, procedures, and policies.
Ability to evaluate situations and make decisions in accordance with departmental regulations and established policies.
Ability to design, establish, and maintain simple and complex record systems.
Ability to maintain financial accounts.
Ability to establish and maintain effective working relationships with associates and the general public.
Ability to express oneself clearly and concisely, both orally and in writing.
Ability to instruct and supervise others.
Skill in taking and transcribing dictation.
Skill in routine care and use of various office equipment. Physical Requirements: The mental and physical demands and the work environment characteristics described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands and fingers to hold or feel, reach with hands and arms, walk, talk and hear. The employee is occasionally required to stand, sit, climb, balance, stoop, and crouch. Specific vision abilities include close, distance, color, and peripheral vision, and depth perception. Additional Information: All applicants will be initially evaluated based on the information included in the application only. Therefore, it is important to complete your online application accurately and thoroughly as it relates to the position requirements. Resumes, transcripts, certifications and other supporting documentation may be required for further consideration. Applicants considered best qualified will be asked to continue in the selection process.

An online application is required. To apply, submit: 1) online application at www.pensacolacityjobs.com; 2) proof of education (college transcript); and 3) DD Form 214 by the application deadline, if claiming veteran preference per Florida Statutes. These documents can be uploaded/attached to the electronic application or faxed to 850-595-1298. Applicants will receive notifications by email.

Note: The application contains a required Supplemental Questionnaire. Your responses to these questions will assist in screening applications to determine who continues in the selection process. Responses should be informative and concise; not responding appropriately may eliminate you from consideration. Do not refer to a resume or other documentation.
Thank you for your interest in employment with the City of Pensacola.