Job Summary:

Under general supervision, assists the administrative head of a major department or division by relieving him/her of administrative detail and by supervising and coordinating office operations; compiles data and information and drafts reports and letters; assists in coordinating communications within the department or office, and with other departments and the public; and does related work as required.  

Essential Functions:

• Organizes the flow of communications, paperwork, and activity through the particular department, division, or office.
• Maintains calendar and acts as secretary to the head of the office and principal assistants. 
• Directly supervises and trains office employees and indirectly supervises, coordinates, or maintains liaison with other employees working in other units of the department, division, or office. 
• Assists in compiling information for annual budgets and special projects. 
• Composes and types letters and memorandums after receiving general direction as to content and purpose. 
• Establishes procedures to organize and maintain departmental files and records. 
• Records the proceedings of staff or citizen committee meetings. 
• Depending upon assignment, takes notes and creates memos, letters, minutes, etc. 
• Compiles, researches, and organizes data and information and drafts reports. 
• Maintains personnel, payroll, equipment, activity, and other official records.

Knowledge and Ability:

Thorough knowledge of English grammar and spelling, filing and record maintenance systems; basic math; modern office methods, procedures, and equipment; considerable knowledge of the principles of office management, supervision, and training; working knowledge of city government and organization is highly desirable.

Ability to write memos, letters, etc., clearly and in a presentable format; perform a variety of difficult office and clerical work requiring independent judgment; plan work for other employees and direct them in their activities; work effectively and diplomatically with the public and staff; work independently in the absence of specific instructions; follow oral and written instructions.

Education and Experience Guidelines: 

Qualifying for consideration in the selection process will be based on the description listed above under Knowledge and Ability, and a combination of the Experience and Education requirements described below.

Education: 

Graduation from high school or possession of G.E.D. certificate from an accredited institution.

Experience: 

Five years of increasingly responsible clerical experience, including a minimum of two years highly responsible secretarial experience in business or a public agency performing work that demonstrates preparation to be a Department Secretary.

OR 

• Minimum of two (2) years' experience with the City in a full time capacity in the classification of Administrative Assistant II. 
• Currently filling a position as Administrative Assistant II to a department or division head with the City. 
• Current work duties that significantly involve higher secretarial and basic administrative functions. (Must be shown by Personnel Office analysis of job duties that duties involve administrative, analytical, evaluative, and/or administrative policy-making assistance to department head not generally associated with the Secretary job description). 
• Written rationale and recommendation of department or division head describing why the training, experience, work duties, and high level of performance in current position indicates the designation is necessary; and 
• Approval of the City Manager.

The City of West Covina is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.