Administrative Secretary

Posting number: 26-30

Department: Deputy Chief - Administration

Division: General Law

Job classification: Administrative Secretary

Posting type: Open

Categories: Administrative Assistant, Clerical & Data Entry, Legal, Office and Administrative Support

Summary

Assists a manager in maintaining schedules and appointments; prepares legal memorandums, briefs, pleadings, etc.; maintains bureau records and statistics; organizes and prepares administrative requests for telecommunications, MIS equipment, supplies, etc.; and assists manager in administrative duties. Organizes work by screening mail, maintains calendars of events; and filing information. Arranges meetings, conference locations, and travel arrangements; responds to routing requests according to established procedures. Produces information by typing, transcribing, formatting, and editing documents; gathering, sorting, compiling information for bureau reports. Answers telephones and responds to caller inquiries; screens and summarizes inquiries which need manager response; greets and directs visitors; proofreads and checks accuracy of information; and requests additional reports or data from internal or external sources. Contributes to the team effort by accomplishing related results in a cooperative and collaborative manner.

Examples of duties

Requires knowledge, skill and mental development equivalent to the completion of high school and 4 years of progressively responsible clerical experience in a legal setting. Requires a thorough knowledge of Business English, legal terminology, format and legal filing requirements. Attendance is an essential function of this position. Ability to maintain satisfactory working relationships with other employees and the general public required.