Header

 

header

Los Angeles County Metropolitan Transportation Authority

Job Specification

SECRETARY

 

Report

Pay Grade
H1D ($40,206.40 - $50,232.00 - $60,278.40)
Job Summary

Provides secretarial and administrative support for assigned professional staff and/or management.

Duties and Responsibilities
  • Performs secretarial and administrative support work
  • Composes, edits, and produces memoranda, letters, reports, meeting minutes, and other correspondence, including confidential material, from transcription and handwritten sources; proofreads and corrects for correct spelling, grammar, format, completeness, and content
  • Screens and responds to telephone calls and visitors, providing information, taking messages, and resolving problems
  • Sets up meetings and conference calls, including scheduling date and time, notifying and confirming participants, locating and reserving sites, setting up rooms, and providing support materials
  • Develops and maintains filing systems, records, and logs, including computerized database files
  • Maintains calendars and schedules, including appointments, and travel arrangements
  • Makes travel arrangements and prepares reimbursement documents
  • Orders, maintains, and keeps inventory of office supplies
  • Processes all computer hardware and software requests
  • Processes purchase requisitions; responsible for PCard monthly bank statement reconciliation
  • Sorts and distributes incoming mail
  • Operates computers and various general office equipment
  • Coordinates general office activities and administrative support projects and follows up on pending items
  • Identifies work/office deficiencies and recommends improvements
  • May be required to take and transcribe dictation and/or take minutes
  • Contributes to ensuring that the Equal Employment Opportunity (EEO) policies and programs of Metro are carried out

May be required to perform other related job duties

Essential Knowledge, Skills and Abilities

Knowledge of (defined as a learned body of information that is required for and applied in the performance of job tasks)

  • General office practices and procedures
  • Proper telephone etiquette
  • Filing systems and recordkeeping practices
  • English usage, correct grammar, punctuation, and spelling
  • Metro's policies and procedures
  • Computer systems and general office equipment
  • Applicable business software applications


Skill in (defined as the proficient manual, verbal, or mental utilization of data, people, or things)

  • Formatting letters, memoranda, and reports
  • Creating and maintaining filing and recordkeeping systems
  • Proofreading work and correcting errors
  • Analyzing situations and identifying problems
  • Exercising sound judgment and creativity in making decisions
  • Communicating effectively orally and in writing
  • Interacting effectively with various levels of Metro employees and outside representatives
  • Operating computers and general office equipment
  • Typing 40 net words per minute


Ability to (defined as a present competence to perform an observable behavior or produce an observable result)

  • Follow oral and written instructions
  • Handle highly confidential information
  • Meet tight time constraints and deadlines
  • Take initiative and work independently
  • Establish and adjust priorities
  • Read, write, speak, and understand English
Minimum Qualifications

A combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position. Additional experience, as outlined below, may be substituted for required education on a year-for-year basis. A typical combination includes:

Education

  • Associate′s Degree in Office Administration or a related field may be substituted for experience


Experience

  • One year of relevant secretarial or clerical experience


Certifications/Licenses/Special Requirements

  • A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions

 

Special Conditions

The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. Metro provides reasonable accommodation to enable individuals with disabilities to perform the essential functions.

Working Conditions

  • Typical office situation
  • Close exposure to computer monitors and video screen


Physical Effort Required

  • Sitting at a desk or table
  • Operate a telephone or other telecommunications device and communicate through the medium
  • Type and use a keyboard and mouse to perform necessary computer-based functions
  • Communicating through speech in the English language required
 

footer

Job GroupJob Class CodeFLSA StatusDate OriginatedDate Revised
Non-Contract8605Non-Exempt08-AUG-9426-AUG-19

Disclaimer
This classification is at-will and the incumbent serves at the pleasure of the hiring authority when classified as an Intermittent, Emergency, or Temporary employee and/or is assigned to the Office of Inspector General (OIG) or Board Clerk's Office.

This job specification is not to be construed as an exhaustive list of duties, responsibilities, or requirements.

fields