City and County of San Francisco

Under general direction, serves as personal and confidential secretary to the highest executive/management level in a city department; performs a wide variety of difficult and sensitive secretarial and administrative work involving a high degree of responsibility for public contact with governmental officials, citizens and other employees; and performs related duties as required.

This is the most advanced level in the Executive Secretary series. A position in class 1454 Executive Secretary III is distinguished from 1452 Executive Secretary II by its use of the broadest level of independent judgment, decision-making and action while performing as personal confidential secretary to the highest executive/management level.

A 1454 Executive Secretary III may assign, supervise, and review the work of secretarial and clerical personnel.

According to Civil Service Commission Rule 109, the duties specified below are representative of the range of duties assigned to this job code/class and are not intended to be an inclusive list. 

1. May take and transcribe dictation of a highly confidential and/or critical nature.

2. Types, edits and composes a variety of letters, memoranda and reports using computer software/system; prepares agenda; transcribes minutes.

3. Develops, maintains, and manages various office/record systems.

4. Prepares summaries of reports, memoranda and documents for executive staff review.

5. Interprets administrative decisions and policies to staff, agencies and the public.

6. Examines, verifies, and organizes a variety of records and reports including budget documents.

7. Maintains appointment calendar for supervisor; makes business travel arrangements.

8. May assign and supervise the work of subordinate clerical staff.

9. Performs related duties and responsibilities as assigned.

Knowledge of: current office practices, procedures and equipment; business English; spelling; arithmetic; office management and office/record systems.

Requires sufficient skill in: typing to complete 55 words per minute (WPM). May be required to take shorthand dictation or to type from machine transcription.

Ability to: organize, coordinate, and review the work of an executive office; assume responsibility and use judgment in representing, reflecting and carrying out program goals and mission of executive/managers in situations requiring tact, diplomacy and poise; organize and handle administrative details independently; compose letters, memoranda, and reports; establish and maintain harmonious working relations with the general public and other employees.

These minimum qualifications establish the education, training, experience, special skills and/or license(s) which are required for employment in the classification. Please note, additional qualifications (i.e., special conditions) may apply to a particular position and will be stated on the exam/job announcement.

1. Three (3) years of verifiable executive secretarial experience providing personal and confidential administrative support for a manager by arranging appointments and assisting in the preparation of meetings, responding to public inquiries, reviewing incoming documents, composing confidential correspondence, conducting research and preparing statistical reports. Job duties must be comparable to 1450 Executive Secretary I; OR

2. Five (5) years of verifiable secretarial experience encompassing editing and independently composing letters and other correspondence utilizing computer software/systems; researching, compiling and organizing data for various reports; and maintaining office/record systems. Job duties must be comparable to 1446 Secretary II; AND

3. Ability to type 55 words per minute (WPM).

4. Shorthand: some positions require shorthand.

Substitution:
A recognized secretarial training program of two hundred forty (240) hours Or the equivalent of fifteen (15) semester units in graded secretarial college units, may substitute for up to six (6) months of the required experience. Proof of satisfactory completion must be submitted at time of filing application.

Completion from a recognized secretarial training program of two hundred forty (240) hours OR the equivalent of fifteen (15) semester units in graded secretarial college units.

Established: 8/26/1985

Amended: 7/23/1999; 3/27/2014

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.