Admin Secretary I Non Union

About the position

Under the supervision of a divisional manager or office manager performs a variety of administrative office support and clerical functions for a department head and/or division manager. This is professional secretarial work involving the taking and transcribing of minutes, the composition and typing of various types of correspondence including confidential and legal documents, and performing the duties of a private secretary to a division manager. Responsibilities may include supervising a small clerical staff. This is a merit position. Early application submittal is encouraged. This position will remain open until filled and may close at any time without notice. This position includes a robust benefits package.

Responsibilities

• May act as liaison with other departments, divisions, outside agencies, committees, or boards.
• Represents the department as is required.
• Takes and transcribes dictation.
• Types letters, memoranda, reports, forms and other materials from rough draft, and final working draft notes.
• Composes and types correspondence.
• May be authorized to respond in writing on behalf of a division or section.
• Performs other secretarial and clerical functions for division section or a City board, commission or committee.
• Assembles, takes and prepares minutes, agendas or other reports.
• Answers telephones and personal inquiries.
• Routes visitors, appointments, and other personnel.
• Provides information and referral to employees and the general public.
• Prepares and maintains reports and forms containing various types of information.
• Files correspondence, reports, records, or other information in accordance with department policy.
• Develops and maintains efficient and up-to-date filing system.
• Arranges meetings and schedules out of town travel for departmental personnel.
• May coordinate issuance of office supplies, equipment, and furniture.
• Orders supplies, prepares and processes requisitions and verifies completed orders.
• Prepares vouchers, billings for division services, travel requests, other reports related to revenues collected and financial or budget statements.
• May be required to administer and disburse petty cash.
• May be designated timekeeper for division.
• May be required to supervise clerical staff to be lead person in secretarial pool.
• Assigns tasks and reviews work of subordinates.
• Performs other related duties as assigned.

Requirements

• Graduation from high school or the equivalent and four year’s work experience in an office performing secretarial or related clerical duties.
• The successful or office administration training may be substituted for one year’s experience if the course work is sufficient to be the equivalent.
• Proficient in the use of computers for filing system, word processing and/or spreadsheets, depending on departmental requirements.
• May require shorthand, speed write or accurately recording minutes of meetings in an efficient and satisfactory manner.
• Ability to operate various standard office equipment and other specified technical equipment such as: Laminator, paper folder, copiers and printers.
• Knowledge of modern office procedures, business English, Grammar, correspondence formats and composition.
• Ability to schedule appointments, develop and maintain complex filing system and keep orderly records.
• Working knowledge of standard office machinery and equipment.
• Ability to relate well with co-workers, supervisors, other employees and the general public.
• Must be able to provide leadership and direction to subordinates, establish priorities, organize assignments and assign tasks.
• Possession of a valid driver’s license or driving privilege card.

Benefits

• Health Insurance (95% of premium paid by city)
• HSA or Flex Account (HSA – City contributes $1,000 - $2,000 annually into account, no match required)
• Dental, Vision and Life Insurance
• City-paid retirement contributions toward a pension plan and/or 401(k)
• A robust Employee Assistance Plan (EAP)
• Up to $4,000 tuition reimbursement annually
• Discounted supplemental benefits like pet insurance and legal services
• Wellness clinic for employees and their families
• Paid Time Off
• 12 vacation days to start
• 12 paid holidays & 1 personal holiday
• Up to 80 hours of personal leave annually
• 6 weeks of paid parental leave to all new parents
• Additional time off credit possible for rehires or new hires coming from another public jurisdiction