NATURE OF WORK
This is highly responsible secretarial work with administrative support duties in the operation of an office or department and additional responsibilities in monitoring of the Public Works Department contract procurement, execution, and turn over, along with purchase order procurement and balance tracking.
Work involves responsibility for performing diverse administrative, secretarial, and support activities. Work often involves public contact and effective coordination with other Town departments and outside organizations. Work requires the exercise of judgment, initiative, and discretion based on knowledge of administrative or operating policies and procedures. An incumbent performs duties with a minimum of supervision. Direction is usually required only for special assignments. Work is reviewed for achievement of desired results and adherence to policies and procedures.
ESSENTIAL JOB FUNCTIONS (The following are illustrative of the duties and responsibilities associated with this position but are not intended to be all inclusive.)
Relieves Town Garage Management staff of routine administrative and office management details by preparing standard operating reports (statistical and financial), and by undertaking limited research and data gathering tasks for administrative superior.
Maintains a variety of financial and budget related information.
Provides information on policies, programs, and procedures to public and others outside the agency or office.
Researches information about requested topics to create/generate educational outreach content such as Power Points, business plans, social media content, etc. May visit job sites for social media content generation and educational purposes as required.
Greets residents, Town Personnel, vendors, and maintenance workers that visit the facility with a professional, positive, demeanor. Receives and screens telephone calls and visitors; responds to inquiries and complaints; handles routine matters and directs unusual matters to superior or appropriate authority.
Assists in preparation of agendas, special reports, correspondence, newsletters and other materials; develops and coordinates publication of agendas, brochures, flyers, and related material; records and prepares minutes.
In the absence of another Administrative Secretary, may be required to attend night meetings and prepare minutes for Boards/Commission Meetings. May attend Department of Public Works meetings and conferences as required.
Develops office procedures, systems, and forms; plans and lays out secretarial and filing work; may on occasion direct the work of other office support personnel, either on a project-by-project basis or permanently.
Develops specialized computer-based applications to automate office functions, using spreadsheet and/or database management programs; enters data into computer, and generates reports.
Processes various applications and issues permits, under the guidance and direction of Town Garage Management Staff. Collects and accounts for purchases and charges, be it through either a contract or vendor, and maintains associated records in an accurate fashion.
Types correspondence, purchase orders, work orders, reports, minutes, agendas, and bid specifications; with only minimal direction, composes and types standard or routine letters, memos, and notices for signature of supervisor.
Prepares formal legal notices and correspondence; records legal documents, as may be appropriate, and gathers official signatures necessary for certifications or other official records.
Schedules inspections, appointments and meetings, resolving conflicts when they arise. Manage various facility calendars, CBYD, event, vacation, etc.
Orders supplies and process invoices for payment.
Operates a variety of office equipment, and may train other office support personnel in their proper use and care.
Promotes and maintains responsive community relations. This includes social media page maintenance, generation of content, town web page updates etc.
In the absence of another Administrative Secretary, may be required to attend night meetings and prepare minutes for Boards/Commission Meetings.
EDUCATION AND EXPERIENCE
Graduation from high school, supplemented by training and education in typing, business, and secretarial science required; prior work experience of at least four years in increasingly responsible secretarial or office support work required. Advanced college level course work in secretarial science, office management, or computer science or a related field desirable.
In lieu of the above, any equivalent combination of training and experience that provides the following knowledge, abilities and skills may be considered at the discretion of the Town.
KNOWLEDGE, SKILLS AND ABILITIES
Considerable knowledge of business English, spelling, and arithmetic.
Considerable knowledge of modern office equipment, practices, and procedures.
Considerable knowledge of computer software programs as used in office applications: word processing, spreadsheets, and data base management.
Considerable knowledge of the functions and departments of a governmental jurisdictions in general, and, in particular, of the Department in which the employee works, or the ability to acquire such knowledge in a relatively short period of time.
Knowledge of basic arithmetic functions and financial record-keeping practices.
Ability to type accurately at a high rate of speed, and to type correspondence from transcribed dictation or notes.
Ability to develop and manipulate computer software applications and features to produce effective reports and information for management purposes.
Ability to compose and prepare effective correspondence.
Ability to maintain complex office records and to prepare accurate reports.
Ability to communicate effectively, both orally and in writing.
Ability to answer telephone calls regarding a variety of topics promptly, professionally, and providing as much assistance as possible before reaching out to supervisors; ability to determine which course of action to take depending on what the caller is calling in regards to.
Ability to establish and maintain effective working relationships with other employees, public officials, and the general public, and to effectively and discreetly convey information.
Skill in the operation and care of general office equipment, including typewriters, word processors, and computers.
Posted on : Fri, 23 Aug 2019 10:32:52 GMT
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