Date:  September 1, 1976

Job Title:  EXECUTIVE SECRETARY (Housing)

Job Code:  L0050 

Definition:

This is highly responsible secretarial work as a staff assistant to the Executive Director of the housing authority.

The employee in this class performs a wide variety of responsible secretarial assignments in the executive office. Work involves analyzing the clerical operations and procedures and recommending and implementing effective changes.

The employee is expected to learn the housing authority programs and objectives and relate them to the clerical process. Work includes the responsibility for the conduct of varied public contacts and effective public and tenant relations.

Supervision may be exercised over a small clerical staff. Work is performed independently under the general direction of the Executive Director and is reviewed for accuracy and effectiveness.

Examples of Work Performed:

Develops and implements procedures for expediting the flow of clerical work through the executive office.

Screens visitors and phone calls for the Executive Director and answers inquiries or refers them to appropriate persons for handling.

Sorts mail delivered to the office and routes it to the proper programs; maintains control over incoming and outgoing correspondence; composes correspondence on a variety of assigned subjects.

Reviews correspondence prepared for the Executive Director’s signature for proper grammar, format, completeness, and consistency with housing authority policy.

Takes and transcribes dictation and prepares and signs the Executive Director’s name to correspondence, housing authority forms, requisitions, and similar papers.

Collects and organizes data required by the Executive Director for speaking engagements and appointments, and prepares travel arrangements for the Executive Director.

Arranges and schedules appointments for the Executive Director and makes certain he has all necessary materials and is briefed before each meeting.

Prepares correspondence, adjusting complaints or supplying information explaining housing authority procedures; interprets regulations according to well-defined standards and applies rules to a variety of work situations.

Acts as an intermediary for the Executive Director, maintaining frequent contacts for the Executive Director with public and private executives, professional persons, and other officials.

Supervises a small clerical staff.

Maintains the filing and records system in the executive office.

Performs related work as required.

Knowledges, Skills, and Abilities:

Extensive knowledge of the functions, organization, and governing laws and regulations of the housing authority.

Extensive knowledge of modern office practices, procedures, and equipment.

Extensive knowledge of business English, spelling, punctuation, and arithmetic.

Extensive knowledge of the principles of office management and supervision and of standard record maintenance procedures.

Ability to take dictation and transcribe complex material at a reasonable rate of speed.

Ability to compose a variety of memoranda or letters with only general instructions.

Ability to maintain complex clerical records and to prepare accurate reports.

Ability to exercise good judgment, courtesy, and tact in receiving callers, in giving and obtaining information, and in making proper disposition of problems.

Ability to plan, assign, review, and supervise the work of clerical or stenographic employees.

Ability to establish and maintain effective working relationships with other employees and the general public.

Experience and Training:

Five years of progressively responsible experience in secretarial work. Appropriate formal post high school secretarial training may be substituted for the required experience on a year-for-year basis up to four years;

or

Any equivalent combination of experience and training.

Commonwealth Equivalent PSG ST06