Resolution - 5451RESOLUTION NO. 5451
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF WEST COVINA. CALIFORNIA, APPROVING THE CLASS
SPECIFICATIONS FOR THE CLASS OF EXECUTIVE SECRE-
TARY AND AMENDING SECTION VII OF RESOLUTION NO.
1277 RELATING TO AN AUTHORIZED POSITION IN THE
CITY MANAGER'S OFFICE AND ADJUSTING THE COMPEN-
SATION PAYABLE TO THE CLASS, AND SPECIFYING IT AS EXEMPT.
The City Council of the •City of West Covina does resolve as
follows:
SECTION 1. The class specifications for the class of Executive
Secretary is hereby repealed and new class specifications for the class of
Executive Secretary, specified a-s exempt, as -attached hereto marked Exhibit A
and, by this reference, incorporated herein, are hereby adopted.
SECTION 2. Notwithstanding the provisions of Section VII of
Resolution No. 1277, the following changes in the list of authorized positions
for the City Manager's 'Office are hereby modified by:
1. Elimination of one Executive Secretary at Range 26.
2. Addition of one Executive Secretary at Range 25.
SECTION 3. The City Clerk shall certify to the adoption of
this resolution.
ADOPTED AND APPROVED THIS 9th DAY OF May 1977.
•
Mayor
ATTEST:
City Clerk
I hereby certify that the foregoing resolution was duly adopted by
the City Council of the City of West Covina at a regular meeting thereof held on
the 9th day of May 1977, by the following vote of the Council:
AYES: Councilmen: Miller, Chappell, Tice, Browne, Shearer.
NOES: Councilmen: None
ABSENT: Councilmen: None ) �.
City Clerk
APPROVED AS TO FORM:
0.tmc.,t (AJ � 1)
ity Attorney
CITY OF WEST COVINA EXHIBIT A
EXECUTIVE SECRETARY
JOB SUMMARY
CLASS SPECIFICATION
APRIL 1977
SALARY RANGE 25
Under general direction - serves as secretary and general administrative aide
to the City Manager and administrative staff; supervises other clerical employees
• and helps to coordinate office operations for the Manager and his immediate staff;
assists in maintaining proper flow of information and communications between the
Manager and departmental administrators, City Council, and the public; coordin-
ates arrangements for meetings and functions; and.assumes and performs numerous
related duties as required.
•
Representative Duties
Organizes the flow of communications, paper work, and activity through the
Manager's office, including department heads, elected officials, and the public;
greets, informs and directs the public as appropriate; evaluates requests and
questions and provides appropriate information or routes them to proper office;
maintains Manager's calendar and schedule, makes follow-up calls, and initiates
calls as necessary; drafts correspondence and memoranda independently; follows
up on and expedites receipt of decisions, answers, and information of special man-
agement or public significance; assembles Council agenda materials related to
Manager's activities and follows up on agenda items emanating from other depart-
ments of special interest to the Manager; takes dictation including conference dic-
tation at important meetings; assists the Manager and Councilmen in their various
official requests and activities; organizes and oversees the Manager's office filing
system, basic data about the City, and the routing, location, 'and status of all
important transactions in progress; supervises other clerical employees directly
and coordinates the work of other office personnel indirectly; communicates infor-
mation, advice, and instructions as an agent of the Manager.
Organizational Responsibilities
This is a unique position in the City, reporting to the City Manager, and is respon-
sible for coordinating and expediting the two-way flow of communications and paper-
work between this office and all City departments efficiently. Special dimensions
of responsibility are added because of the close working relationship with the May-
or, Councilmen, Commissioners, press, and the public, and because of the growth .
and development of the City. Class is exempt and confidential.
QUALIFICATIONS GUIDE
Training and Experience
Graduation from high school, or equivalent business course, supplemented by
comprehensive instruction in office management; and
Five years of responsible stenographic experience, of which at least two years
shall have been at a responsible secretarial level.
(Continued)
CITY OF WEST COVINA - 2 - CLASS SPECIFICATION
APRIL 1977
SALARY RANGE 25
Executive Se c re t arya- Continued
Training and Experience (continued)
Additional secretarial experience for top administrative executive and college
• level training in courses related to office management, business management,
and public administration, or related fields, are desirable.
•
One full year of college training (30 semester units) may be substituted for one
year of the basic stenographic experience, to a maximum of two years.
Knowledges and Abilities
Thorough knowledge: of English, grammar, spelling, filing, and arithmetic; of
modern office methods, procedures, terms, and equipment; knowledge: of the
basic principles of City government, organization, and public administration;
of the principles of office organization, administration, supervision, and train-
ing;. of the principles of public relations and artful communications.
Ability: to understand and carry out frequently a wide variety of written and
oral instructions; to act independently and resourcefully in meeting new problems;
to work cooperatively with professional supervisors and associates, other employ-
ees, and the public; to -use proper written and oral English; to handle public com-
plaints tactfully.
Personal Qualities
Pleasing, personality; good judgment in personal relationships; the highest level
of, discretion; fidelity; reportorial accuracy.
Skills
Dictation: 100 wpm. Typing: 55 wpm.
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