Job Description: Performs complex administrative, and clerical work of a diverse nature. Performs various specialized administrative and clerical duties which require in-depth knowledge of the organization, programs, policies and procedures of the department and a general knowledge of other city/BLW programs. Work performed generally involves specialized/technical subject matter and may require familiarity with the terminology used in the assigned area, in addition to excellent typing skills. Provides principal secretarial support for a city/BLW department usually having several divisions; and/or has primary responsibilities of a Recorder. Assignments are usually performed with general instructions, guidance and minimal supervision. Duties are performed in an office environment during normal business hours of department.
Classifies, codes, consolidates, and posts information for confidential or technical reports (i.e., minutes, reports, documentary files, inspections, permits and licenses, and other complicated documents) in an established filing system containing varied subject matter files; may also index and file material; may retrieve information from web-based sources.
Compiles data within specific accounting area for preparation of financial reports and statements; assembles and compiles data used for preparing budgets and prepares reports as required.
Gathers and organizes information from various sources (i.e., index cards, logs, work orders, reports, etc.) and types statistical reports.
Researches varied records and files, retrieves and provides information according to department policy; may summarize data and prepare reports.
May interview and assist persons in completing applications, permits, or licenses; reviews and verifies accuracy of information submitted (applications, licenses, plans, etc.); explains department policy and/or code requirements.
May take dictation and transcribe memorandums, statements, reports, minutes and other material.
Types and transcribes lengthy technical, statistical, and/or financial information using word processing equipment.
Creates forms, formats, statistical graphs, charts, and other unique typing jobs; reviews and reconstructs material for proper format, grammar, continuity, and punctuation to ensure final document is complete and accurate.
Establishes and maintains electronic document retention files to include the identification, indexing, and storage of information on appropriate mediums.
Displays knowledge of associated tasks through selected assessments.
Composes and types correspondence of a routine nature; revises and develops formats for forms and reports. Uses software programs to index department and City of Marietta/ BLW departments.
Collects and organizes data from various sources and prepares routine and periodic reports; may tabulate and verify totals.
Establishes and maintains a comprehensive filing system; maintains and updates office manuals.
Receives telephone calls and provides information regarding the operations and procedures of the assigned area; refers difficult or unusual situations to supervisor; may perform office reception duties.
Answers difficult inquiries and customer complaints, explains functions and services of department; requests action from proper department and records action taken/results obtained. Maintains appointment calendar and schedules appointments as instructed; advises supervisor of important meetings; makes travel arrangements as requested.
Monitors office supply inventory and prepares requisitions for supplies, printing and other services. Maintains and updates appropriate account balances reconciles issues.
May operate computer, typewriter and other office equipment.
Performs related duties as directed.
Knowledge, Skills and Abilities: Preferred Qualifications -
High school diploma or GED required.
Completion of six months of vocational training in secretarial science and five years of related experience performing progressively responsible secretarial and administrative work.
Experience in office management.
Experience and ability in the use of advanced computer skills using such software applications as Word, Excel, and PowerPoint.
An equivalent combination of education and experience may be considered.
May be required to become a Notary Public at city expense.
Additional Information: SCHEDULED WORK HOURS FOR THIS POSITION ARE AS FOLLOWS: