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73-HRESOLUTION NO. 73 - ~ WHEREAS~ the City Council of the City of Boynton Beach, Florida, deems it advisable that the job classifications for secretaries be standardized as other classifications throughout the Pay Plan;~ and WHEREAS, the Personnel officer has recommended to the City Council adoption of such amendment; NOW~ THEREFORE~ BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BOYNTON BEACH, FLORIDA 1. That all secretaries employed by the City of Boynton Beach be classified under one of the following classifications; as per job descriptions attached: Secretary I Secretary II Secretary III Pay Grade 18 Pay Grade 19 Pay Grade 21 and that the Pay Plan and job classifications be amended accordingly. PASSED AND ADOPTED THIS ~ day of ~d-~z~? A. D. 1973. CITY OF BOYNTON BEACH, FLORIDA (CORP. SEAL) Councilman ATTEST: ~ity C~k SECRETARY NATURE OF WORK This is routine stenographic and clerical work which fol- lows well established procedures. Work involves taking routine shorthand dictation and transcribing notes in typewritten form, although the amount of time spent in this work varies considerably among positions. Work also requires the performance of clerical tasks that can be learned by training on the job. Detailed instructions and close supervision are received at the beginning of work and on new assignments. Work is subject to close supervision and is reviewed by a superior on completion both for content and ac- curacy. Employees may make arithmetical or other checks upon work of other employeesifor accuracy, but do not exercise sup- ervision over others. ILLUSTRATIVE TASKS Takes and transcribes dictation consisting of correspon- dence, memoranda, reports, specifications, and other materials; takes dictation from professional personnel requiring limited knowledge of technical terminology; proofreads typewritten ma- terials for accuracy. Meets the public, gives non-technical information and ex- plains well defined rules; screens and refers office callers; opens, sorts and distributes mail; takes telephone messages. Sorts and files correspondence, reports, vouchers, or other materials numerically, alphabetically or by other estab- lished classifications. Performs typing duties such as typing various materials or tabulations from copy, rough draft or dictating machine, cutting and proofreading stencils. Performs standardized clerical or record keeping work such as completing and mailing forms or form letters; maintaining established card records; computing, assembling and posting data; composing routine letters. Performs related work as required. KNOWLEDGES, ABILITIES AND SKILLS Some knowledge of business English, spelling and arithmetic. Some knowledge of office practices and procedures. Ability to understand and follow oral and written instruc- tions. Ability to learn assigned clerical tasks readily and to adhere to prescribed routines. Ability to make arithmetic computations and tabulations accurately and with reasonable speed. Ability to meet and deal courteously with the general public. Skill in taking and transcribing oral dictation. DESIRABLE EXPERIENCE AND TRAINING Some experience in taking and transcribing dictation and graduation from a standard high school, including or supple- mented by courses in business practices and stenography. _S, ECRETARy I I _N. ATU~R~ OF WORK This is moderately difficult and varied Stenographic and general olerical or secretarial work. An employee in this class is responsible for the performance of moderately difficult and varied clerical work, which requires taking and transcribing oral dictation at a working rate of Speed. Employees must keep varied and rela- tively complex clerical records and may perform office management details designated by a SUperior. Employees exercise SOme independence of action in the disposition of routine work matters and in receiving complaints, giving information and other public contact work. Routine correspondence may be prepared for the Signature of t~e department head. Work is subject to general review of methods and results, although more important or Unusual assign- ments may involve careful instructions and Supervisory review. ILLUsTRATIvE TASKS Takes and transcribes dictation and types correspondence and other material on general or technical matters; independently composes correspond- ence for Supervisor's Signature following well established procedures. Keeps a variety of clerical and bookkeeping records; prepares periodic reports from records according to established format; reconciles accounts Acts as secretary, meeting the public, giving information requiring SO~e knowledge of departmental policies and procedures, and making appointments. Takes and transcribes minutes of official meetings usually verbatim; keeps records properly flied, indexed and up to date. Prepares Special reports and SUmmaries, USually from office records, at the request of SUpervisor. Maintains petty cash fund and records on department collections; pre- pares departmental p~yroll reports; maintains inventory of office supplies. Performs related work as required. --KNOWLEDGES, ABILITIES AND SKILLS Considerable knowledge of business English, Spelling, and commercial arithmeIic. Considerable knowledge of modern office appliances, practices, and procedures. Ability to make arithmetical Computations and tabulations rapidly and accurately. Ability to maintain relatively complex clerical records and to prepare accurate reports from such records. Ability to understand and follow quickly and accurately brief oral and written instructions on moderately complex matters. Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to Supervisor. Ability to establish and maintain effective working relationships with SUperiors, other employees, and the general pub/lc. DESIRABLE EXPERIENCE AND TRAIN_ING Graduation from a Standard high school, including or supplemented by courses in typing and shOrthand; and Some experience in responsible and varied clerical work, including taking and transcribing oral dictation. SECRETARY III This is responsible secretarial work involving constant public contact. Exacting skill must be used in handling difficult situations, complicated by tight schedules and inflexible deadlines. Work requires the exercise of mature judgment and the application of knowledge of municipal Organiza- tions, their operational procedures and limitations. An employee in this class must exercise considerable independent judgment. Verbal and written communications must be accurate and concise. ~LLU~STRATIVE EXAMPLES OF WORK: Takes and transcribes dictation; types letters, memoranda forms and other materials; composes correspondence in accordance with standard policies; files office records; handles all mail. Acts with diplomacy and tact in screening visitors. Arranges appoint- ments and schedules. Hears complaints or requests; explains municipal requirements, Organizations, programs, relationships and other information. Reviews forms and documents for accuracy and completeness. Performs related work as required. ~EqUIREMENTS OF WORK: Experience in advanced stenographic and clerical work; graduation from a standard high school, including or supplemented by courses in business practices and stenography; or any equivalent combination of experience and training which provides the following knowledges, abilities and skills: Thorough knowledge of business English, spelling and arithmetic. Considerable knowledge of office practices and procedures. Ability to understand and carry out moderately complex oral and ~ritten instructions. Ability to make arithmetic computations accurately and with reasonable speed. Thoroughly skilled in taking and transcribing oral dictation at a rapid rate with complete accuracy; to work independently on complex and confidential secretarial and clerical matters. Working knowledge of City rules, regulations, procedures, functions, etc., and ability to apply this knowledge to solving problems. Ability to exercise tact in meeting the public and exercise good judgment in handling problems and situations relative to assigned duties. Ability to establish and maintain effective working relationships with other employees, City officials and the general public.