Administrative Secretary, Transportation, Perm/Provisional - RB #26-032

Salary: $52,961 - $62,605

Location: Transportation - Bus Aide Office, Service Center, 95 Bailey Ave., Buffalo, NY 14220

About the role

The Administrative Secretary performs a wide variety of complex responsible clerical, secretarial, and administrative tasks while functioning as an office assistant to an administrator, program manager, technical specialist, or office supervisor. This role involves independently performing complex clerical operations, relieving a supervisor of administrative detail, arranging conferences, and handling contacts with subordinate officials. Independent judgment is frequently required, particularly in providing information regarding departmental policies and practices and planning office routines. Most correspondence is self-composed and reviewed only when new problems arise. Incumbents must exercise discretion with confidential or controversial information.

Responsibilities

• Reproduce and type dictation from various sources, including minutes and proceedings of meetings, hearings, and conferences, often of a difficult and confidential nature.
• Draft and type letters, reports, and memoranda for supervisor's approval.
• Type correspondence, reports, documents, records, and materials using equipment with alpha-numeric keyboards (e.g., typewriters, electronic word processing equipment, CRT terminals, personal computers, data terminals, and printers).
• Relieve supervisor of administrative details:
  • Receive calls and visitors, determine their needs, and provide factual information.
  • Schedule appointments and arrange conferences or meetings as requested.
  • Answer requests for administrative information.
• Set up and maintain confidential and regular correspondence.
• Read and summarize reports to facilitate review and conserve the supervisor's time.
• Prepare office reports as directed and tabulate data from numerous reports.
• Organize and prepare work materials for meetings and conferences (e.g., agendas, reports, resolutions).
• Transcribe minutes and proceedings of meetings, hearings, and conferences from various sources.
• Assign specific and standing tasks, review all typed correspondence and reports for accuracy and proper grammatical usage.
• Ensure proper processing and filing of documents by observing activities and instructing subordinates in procedures.
• Operate a personal computer using application programs and input/retrieve data.
• May supervise one or more employees in typing correspondence and reports.
• Perform related duties as required.

Requirements

• Thorough knowledge of office terminology, methods, procedures, and equipment.
• Good knowledge of proper grammatical usage, punctuation, and spelling.
• Good knowledge of the agency's procedures, formats, and guidelines for processing and distributing correspondence and memoranda.
• Working knowledge of vocabulary and terms commonly used in the organization.
• Working knowledge of procedures used in carrying out various clerical tasks.
• Ability to type at a rate of 35 words per minute.
• Ability to operate data processing equipment, including personal computers, for application programs and data input/retrieval.
• Ability to plan and supervise the work of others.
• Ability to understand and carry out complex oral and written directions.
• Tact, courtesy, neat appearance, and sound judgment.
• Physical condition commensurate with the demands of the position.

Qualifications

Promotional: Continuous and permanent status in any city department as a Legal Secretary, Legal Stenographer, Principal Clerk, School Clerk, Senior Account Clerk, Senior Account Clerk-Stenographer, Senior Account Clerk-Typist, Senior Clerk, Senior Stenographer, or Senior Typist for one year. All applicants must have completed a course in typing or keyboarding, which must be listed on the application.

Open Competitive:

• Associate's Degree from an accredited college, business, or technical institute in Secretarial Science (including or supplemented by a course in typing/keyboarding, which must be listed on the application) and one year of full-time responsible clerical experience at a supervisory level, including operation of an alpha-numeric keyboard.
• Graduation from high school, GED, or equivalency diploma (including or supplemented by a course in typing/keyboarding, which must be listed on the application) and three years of full-time responsible clerical experience at a supervisory level, including operation of an alpha-numeric keyboard.
• An equivalent combination of education and experience as defined within the limits of the above options.

Applicants who have previously qualified on a typing/keyboarding test at 35 wpm administered by the City of Buffalo Civil Service for examination purposes will not be required to participate in another test. Verifiable part-time experience will be pro-rated to meet full-time experience requirements. Proof of education must be presented at the time of appointment.