LOS ANGELES COMMUNITY COLLEGE DISTRICT
PERSONNEL COMMISSION
CLASS SPECIFICATION
CLASS CODE 2438
EXECUTIVE SECRETARY
DEFINITION
Manages the clerical functions of a major administrative office of the District; relieves an executive of a
substantial amount of administrative detail; and performs especially difficult and responsible secretarial
work.
TYPICAL DUTIES
Establishes, and maintains clerical office procedures and methods in an office which has administrative
control of a college or a major division of the District.
Plans, assigns, and reviews the clerical work of the office.
Answers orally, and in writing, inquiries of employees and the public which require a working knowledge
of rules, policies, and procedures which are applicable to the operation of the administrative office.
Maintains calendar, arranges and schedules meetings for an executive; prepares agenda, takes notes, and
prepares minutes.
Receives and screens telephone calls, visitors, and incoming correspondence and, as applicable, refers to
other staff members or offices.
Gathers, summarizes, assembles, and reviews for completeness a wide variety of reports and information
requiring coordination with other colleges or divisions.
Determines priorities, insures deadlines are met, and reminds an executive of his/her commitments.
Secures information on the status of pending matters and reasons for delay in the completion of projects, as
requested.
Independently, or in accordance with general instructions, composes correspondence covering a wide range
of subjects.
Takes and transcribes difficult dictation on highly confidential or technical matters.
Types a variety of difficult, specialized correspondence and reports.
May be responsible for clerical functions related to budget preparation, personnel assignments,
timekeeping, and telephone switchboard and reprographic operations.
May operate word processing equipment to produce typed correspondence and reports.
Arranges appointments.
Performs related duties as assigned.
DISTINGUISHING CHARACTERISTICS
An Executive Secretary manages the clerical functions of the administrative office of a college or the
office of a major support division of the District. Considerable latitude for independent action in carrying
out administrative detail is an essential characteristic. Contact with high-level representatives of the District
and the public is routine.
EXECUTIVE SECRETARY
7/3/94
DISTINGUISHING CHARACTERISTICS (Cont.)
An Administrative Secretary acts as the personal assistant to a supervisor by performing secretarial and
clerical duties related to the management of an office, and has responsibility for independently taking
action on matters of non-technical administrative detail. The scope of duties are varied and are related to an
important administrative function of the District.
A Secretary performs skilled clerical and typing duties. Independent action is limited to well-defined
areas. Duties are usually related to specific activities within a broad administrative function.
SUPERVISION
General supervision is received from executive personnel. Supervision is exercised over lower-level
clerical employees.
CLASS QUALIFICATIONS
Knowledge of:
Principles of office management
Fundamentals of English grammar, spelling and punctuation
Methods and techniques of organizing the work of a group of clerical employees and planning work
flow
Principles of supervision and training
Skill in:
Taking dictation at the rate of 100 words per minute and transcribing notes neatly and accurately
Typing accurately at the minimum rate of 60 words per minute
Operation of a keyboard
Utilizing computer software typically found in an office environment
Operating common office equipment
Ability to:
Interpret rules, regulations, policies, and procedures of the District
Carry out oral and written direction with a minimum of explanation
Transcribe stenographic notes rapidly and accurately
Compose and edit written reports, letters and bulletins
Plan and supervise clerical work performed by lower-level personnel
Manage a wide variety of public contacts with courtesy and tact
Learn to operate word processing equipment
EXECUTIVE SECRETARY
7/3/94
ENTRANCE QUALIFICATIONS
Education and Experience:
Three years of office clerical experience, one year of which must have been in a secretarial or clerical
supervisory position. An associate in arts degree in office administration, or its equivalent, may be
substituted for two years of the general office clerical experience.
Revised
EXECUTIVE SECRETARY
7/3/94