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02/25/99 THU 11:49 FAX 6124474245 CITY OF PRIOR LAKE a004 <br /> 19 18 <br /> Pact: Z, 83a — 3, 83 ; /ko, <br /> Reviewed October 1998 <br /> JOB DESCRIPTION L.taia.Artl P'•c `. _'• <br /> POSITION TITLE: Executive Secretary 339'6'4'4 �5 <br /> I ' 9-ta <br /> DEPARTMENT: Administration �-! <br /> REPORTS TO: City Manager <br /> EMPLOYMENT STATUS: Overtime-Exempt <br /> NATURE OF JOB: <br /> This is an exempt,confidential,highly responsible and varied position providing secretarial, <br /> administrative and clerical assistance to the City Manager,Assistant City Manager,and providing <br /> Deputy City Clerk support. <br /> Work involves preparation,supervision, and maintenance of official records such as meeting minutes, <br /> resolutions and ordinances,including publication,updating and filing. Position also supervises the <br /> receptionist position and helps in coordinating general secretarial coverage for the City. <br /> Work also involves considerable public contact and the screening of calls and callers to the office of the <br /> City Manager. Work requires general knowledge of and familiarity with the city organization and <br /> operation of municipal services,and supervision skills. This position is responsible for providing <br /> information to the public and for receiving and handling inquires and complaints from meetings and <br /> conferences,gathering and distributing materials in accordance with deadlines,and performing research <br /> duties as assigned. <br /> Work differs from the Secretary Class primarily in complexity of the office,work volume,and <br /> responsibility for and coordination of schedules. Considerable initiative,independent judgment, <br /> accuracy and discretion is required in handling various delegated administrative details. Assignments, <br /> except for specific or special projects,are given in terms of general outcome expected and reviewed for <br /> the results obtained within the specified time frame. <br /> MAJOR AREAS OF RESPONSIBILITY: <br /> • Coordinate and prepare the agenda for distribution and publication in the newspaper and on the cable <br /> TV channel. <br /> • Act as Recording Secretary by attending,recording and transcribing all Council meetings. <br /> • Supervise receptionist and coordinate work flow. <br /> • Type high volume correspondence,reports,resolutions, ordinances and,for all City Council <br /> meetings,type agendas,agenda reports and minutes. <br /> • Establish and maintain a current and effective departmental filing system using available data <br /> itprocessing and hardware resources,including record retention plan. <br /> • Relieve the City Manager and Assistant City Manager of a variety of routine administrative details. <br /> • Prepare responses,and sign communications on behalf of the City Manager and Assistant City <br /> Manager when necessary to ensure timely transmission. <br /> • Compile and complete data for administrative and public reports,bulletins,questionnaires,and other <br /> documents; make varied mathematical computations of material assembled. <br /> • perform secretarial functions for part-time Mayor and Councilmembers as called upon. <br /> L1BR eavospESC\BXSEC1D.000 <br />