ADMINISTRATIVE SECRETARY I - Facilities Maintenance
JOB SUMMARY:
Under supervision of the Senior Capital Projects Contract Administrator or assigned, perform advanced clerical work requiring a specialized knowledge of departmental operations. Assist with capital improvement construction contracts. Oversee the City’s right-of-way permits process. Process department payroll, work orders, invoices and procards. Operate multi-line telephone console. Serve as back-up relief for department receptionist with frequent, direct public interaction. Perform other related work as required.
ESSENTIAL JOB FUNCTIONS:
Greet the public, and conduct visitors to conference rooms, multi-tasking effectively as needed. Serve as back-up relief for department receptionist. Process payroll, work orders, invoices and procards for the department. Assist in preparation of contracts, agreements and bonds. Assist with budget, bookkeeping, purchasing, and financial aspects of the department. Answer department telephone lines, directing calls and writing out messages. Distribute copies of memorandums, letters and reports. Oversee the City’s right-of-way permits process. Operate computer, calculator, binding machine, paper cutter, fax machine, copy/scanning machine in performing routine duties. Act as backup operator for department copying machines; contact copying machine repair service when necessary. Perform secretarial and clerical functions of an important phase of City operations requiring considerable discretion and specialized knowledge. Assist the public in person or on phone with questions requiring knowledge of policies and procedures. Type and mail correspondence as directed. Type forms, charts, statements, letters and/or memos; search files, assemble information, arrange index and file fees, assures submittal of construction bonds and affidavits, and files accordingly. Utilizes electronic mail and voice mail for efficient transfer of information. Maintain supply cabinet for department, which requires climbing a ladder and retrieving reams of paper and boxes of stationery supplies by reaching up to overhead cabinets as needed. Lift, carry, and hold up to 10 pounds of office supplies; push and pull up to 30 pounds of office equipment. Read typed, printed, and handwritten materials. Answer questions effectively. Communicate courteously and effectively with other City employees, officials, contractors, and the public, verbally and in writing, in the English language. Use tact and diplomacy, and maintain effective working relationships with others. Efficiently and safely operate, care for, and maintain appearance of assigned area and equipment. Some extended hours may be required.
OTHER JOB FUNCTIONS:
Prepare departmental payroll and invoices for payment. May maintain supervisor’s appointment calendar, reserve meeting rooms, and make travel arrangements and room accommodations.
REQUIRED DEGREES, CERTIFICATES AND/OR LICENSES:
High School Diploma required, Associates or Bachelor’s Degree is preferred. Must be certified as a notary public or be able to obtain certification within 6 months of employment.
EXPERIENCE, TRAINING, KNOWLEDGE, AND SKILLS:
Four years of experience required in general secretarial work, or extensive experience in related field or equivalent combination of education and experience. Must be proficient in Microsoft Outlook Word and Excel; proficiency in Access, Lotus Notes, and PowerPoint preferred. Experience required in operating a calculator and telephone console. Must be able to work independently and also work effectively in a team environment. Must be adaptable, able to work in changing environment, and able to efficiently perform multiple tasks simultaneously. Must have experience in dealing with the public, and ability to communicate courteously and effectively with others.
Number of available positions: 1
High School Diploma required, Associates or Bachelor’s Degree is preferred. Must be certified as a notary public or be able to obtain certification within 6 months of employment. Four years of experience required in general secretarial work, or extensive experience in related field or equivalent combination of education and experience. Must be proficient in Microsoft Outlook Word and Excel; proficiency in Access, Lotus Notes, and PowerPoint preferred. Experience required in operating a calculator and telephone console.
Code : 145-2
Type : INTERNAL & EXTERNAL
Location : FACILITIES MAINTENANCE
Group : NONEXEMPT
Job Family : FACILITY MAINTENANCE
Job Class : ADMIN SECRETARY I
Salary: $43,680.00-$68,653.00
