Executive Secretary - Risk Management

Description

Essential Functions

Responsibilities and duties may include, but are not limited to the following:

• 
  Act as a receptionist for the Division/Department by taking and directing calls, screening and responding to inquiries, taking messages, scheduling appointments, and answering questions in a manner demonstrating a thorough understanding of operations, policies and procedures.
  
• Manage the Division calendar and serve as timekeeper (maintain records of staff attendance and absences; compile and submit periodic reports for payroll purposes). Maintain Manager and Senior Management's calendar of appointments, according to priorities; use discretion to plan itineraries and make travel arrangements; complete travel expense reports.
  
• Design office forms, manage risk administration related data in an organized and efficient manner for reports, creation of reports and specialized presentations; general correspondence, manuscripts, charts, graphs, contracts, and statistics.
  
Compose routine and non-routine correspondence requiring use of independent judgment based upon knowledge of the functions and procedures of the units and division; coordinates flow of correspondence and other communication and instructive material; process confidential information; proofread materials for accuracy.

• Compile and analyze information for a variety of narrative and statistical reports and presentations; locate sources of information, devise forms to preserve data and determine proper format for finished report, using interpretative judgment as to content; prepare specialized and routine reports from source material.
  
• Receive, open, date stamp, and screen mail, arranging in priority order with related information, and distribute to appropriate personnel; process outgoing mail.
  
• Perform administrative duties such as scheduling meetings, contact others to obtain or transmit information, compile information, and interpret policies, rules and practices to communicate them to other employees, the public and other jurisdictions; research information requiring interpretive judgment in order to tally and compile information for reports; complete special projects and assignments exercising independent judgment.
  
• Functionally operate office equipment, including personal computers, tablets, office telephone system, multi-function equipment (copying, printing, scanning); operate a computer to prepare documents and to enter and edit a variety of data using numerous programs and formats and devise formats for specialized purposes; take, transcribe and distribute meeting minutes.
  
Develop filing systems for record storage and retrieval; maintain personnel files of unit staff; maintain records of the division concerning contracts, purchase orders, budget accounts, inventory, order office supplies.

• May assist in preparing and monitoring a Division budget; responding to EDD regarding unemployment claims and related data; responding to Public Records Act requests; and support the Risk Manager in tasks associated with Risk Administration.
  
• Perform other related duties and responsibilities as assigned.

Qualifications

Candidates must have comprehensive knowledge of business English, spelling, grammar, syntax and punctuation; business math; basic principles of supervision and training; record keeping methods; principles and methods of business correspondence; business telephone etiquette; general operation and practices of an administrative office; general methods of budget preparation and financial record keeping; modern supervisory practices and principles.

Candidates must demonstrate the ability to read, understand and apply complex materials; proofread and detect errors in formatting and content including spelling, grammar, syntax and punctuation; maintain and modify division files, paper and electronic; and establish record keeping systems.

• Compose effective correspondence; receive and maintain confidentiality of documents and protected data; perform complex clerical and secretarial assignments; plan and organize work to meet deadlines; plan and carryout difficult secretarial assignments; represent the department using good judgment, poise, tact and diplomacy; may assign and review the work of others, train other clerical employees; establish and maintain effective relationships.

Supplemental Information

The City of Anaheim offers a range of benefit programs for employees and their eligible dependents. These include health, dental, vision, and life insurance, as well as a variety of voluntary benefits. Programs and benefits amounts vary and are based on bargaining unit, family size, hire date, plan selection, and number of hours worked.
To view the current benefits summary, visit: https://www.anaheim.net/DocumentCenter/View/30970/Benefits-Summary-Full-Time
For additional information about the City's benefits, visit: www.myanaheimbenefits.com
RETIREMENT BENEFITS – The City contracts with the California Public Employees Retirement System (CalPERS) to provide retirement benefits. Retirement formula is based on appointment date and membership status with CalPERS.
Note: Pension contribution limitations are set by CalPERS each calendar year, with compensation limit requirements for Public Employee Pension Reform Act (PEPRA) members and Classic members. Employee contributions will be deposited into a 401(a) account after reaching this limit. Employees with CalPERS membership dates prior to July 1, 1996 are not impacted by these limits.
To view the current limits and additional CalPERS information, visit:
https://www.anaheim.net/DocumentCenter/View/4783/CalPERS-Rates