SUMMARY DESCRIPTION
Under general supervision, performs a wide variety of responsible and difficult clerical and secretarial duties and activities of a general and specialized nature in support of the Museum Department; performs a
range of office and administrative support functions; and prepares and edits a wide range of documents and reports ranging from general correspondence to technical reports.
The Administrative Secretary classification is distinguished from the Administrative Clerk class in that incumbents in the Administrative Secretary class perform significant technical and specialized administrative and office support functions with minimal direction and supervision, in addition to providing general clerical support. Incumbents in the Administrative Secretary classification perform difficult, responsible, and specialized office and administrative support functions requiring a thorough knowledge of departmental regulations, policies, and procedures. Assigned work requires the use of initiative and judgment in selecting appropriate work methods, interacting with and handling complaints from customers, parties of interest, and the public, and in solving non-routine problems based on knowledge gained through experience.
The Administrative Secretary classification is distinguished from the Administrative Assistant class in that incumbents in the Administrative Assistant class perform more difficult and complex administrative support tasks involving a thorough knowledge of the policies and procedures for their functional areas with a significant degree of independent judgment. Incumbents in the Administrative Assistant class are assigned significant responsibility for carrying out administrative and office secretarial duties, frequently of a complex, highly sensitive, and confidential nature in an assigned functional area, often in a rapidly changing environment. Incumbents may also supervise a small number of staff and perform technical duties in support of assigned operations.
The Museum Department collects, preserves, researches, and exhibits Ketchikan area historical archival and ethnographic materials. The Administrative Secretary - Museum contributes to Departmental operations by performing responsible and difficult clerical and secretarial duties in support of the Museum Department. The Administrative Secretary - Museum must perform these duties in a manner that reflects positively on the City and the Department. He/she is responsible for maintaining a level ofprofessional expertise and image that promotes efficient use of the resources available to the Department.
REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
Performs a variety of routine administrative and responsible and difficult secretarial and clerical duties in support of assigned management and supervisory staff in the Museum Department.
Types, word processes, formats, edits, revises, proofreads, and prints a variety of documents and forms including reports, correspondence, memoranda, agenda items and reports, agreements, technical and statistical charts and tables, and other specialized and technical materials from rough draft dictation, modified standard format, and brief verbal instructions; develops, revises, and maintains standardized and master documents; composes correspondence, reports and informational materials; assists in designing and producing informational handouts; copies, disseminates, and posts documents and information as appropriate.
Maintains calendar of activities, meetings, and various events for assigned staff; coordinates activities and meetings with other City departments, the public, and outside agencies; coordinates and arranges special events as assigned.
Coordinates, makes, processes, and confirms staff travel arrangements; arranges for transportation and accommodations for travel, checks and processes expense claims.
Maintains accurate and up-to-date office files, records, and logs for assigned areas; develops, prepares, and monitors various logs, accounts, and files for current and accurate information including manual and computer logs of documents processed.
Compiles, prepares, and enters data into a computer from various sources including accounting, statistical, and related documents; creates and maintains computer based tracking information and reports including assigned databases, records, and lists; creates standard statistical spreadsheets; inputs corrections and updates; verifies data for accuracy and completeness.
Assists in assembling and preparing the annual budget for area of assignment as assigned; monitors expenditures against budget; prepares purchase requisitions and requests for payment.
Monitors inventories of supplies and materials; prepares purchase requisitions and requests for payment.
Performs a variety of general bookkeeping and clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintains a variety of accounting records, logs, and files; verifies, balances, and adjusts accounting records.
Processes commercial carrier billings and invoices and maintains accurate records; interacts with City and commercial carrier representatives; keeps staff advised of payment status of commercial carrier accounts.
Serves as liaison between assigned office and the general public, City staff, and outside groups and agencies; provides information and assistance as appropriate; explains programs, policies, and activities related to specific program area of assignment; receives office and telephone callers; calendars appointments; responds to complaints and requests for information relating to assigned responsibilities; refers callers and/or complaints to appropriate City staff for further assistance as needed and/or takes or recommends actions to resolve the complaint.
Operates a variety of office equipment including a computer, switchboard, copier, facsimile machine, and adding machine; utilizes various computer applications and software packages.
Participates with special projects as assigned; assists in planning, coordinating and implementing assigned programs and events; assists in monitoring assigned programs.
Assists Collections staff with various projects; maintains and updates vertical files in archives that contain important historical reference material utilized by staff and researchers; furnishes historical information to researchers and writers; clips pertinent and historical articles from local newspaper to include in the archival vertical files; and assists in cataloging accessioned items for the permanent collection.
Assists program staff with mailings, writing newsletter articles, proofing newsletter, and assisting during special programs and exhibit openings; assists program staff with processing paperwork
associated with the Totem Heritage Center's annual series of classes, workshops, and seminars in Northwest Coast Native art and cultures.
Assists staff in preparation of gallery for upcoming exhibits; cleans and prepares objects for display; mounts photographs; prepares labels; and assists in the de-installation of exhibits.
Participates in the collection, compilation, and analysis of information from various sources on a variety of specialized topics related to assigned programs; participates in the preparation of reports that present and interpret data, identify alternatives, and make and justify recommend
