Administrative Secretary (Dothan Utilities

IF YOU ARE INTERESTED IN THE ADMINISTRATIVE SECRETARY POSITION FOR ANOTHER DEPARTMENT, YOU MUST COMPLETE A SEPARATE APPLICATION.

This position performs advanced administrative, secretarial, payroll, personnel, financial, and office management functions in support of Dothan Utilities. The position coordinates a wide variety of administrative activities, provides customer service to internal and external stakeholders, and assists with payroll, purchasing, personnel processes, meetings, training, and departmental operations.

Monday – Thursday 6:00am - 4:30pm

• Composes, prepares, edits, and formats correspondence, resolutions, ordinances, contracts, meeting agendas, minutes, memoranda, reports, spreadsheets, presentations, forms, charts, and other documents using a variety of computer software applications.
• Assists with departmental payroll and personnel administration by preparing, maintaining, and organizing payroll and personnel records, including employee records, leave records, personnel actions, timekeeping documentation, confidential files, databases, electronic filing systems, and related documentation.
• Works with the Personnel Department and other staff members to prepare job postings, contacts candidates and schedules interviews, writes notes during interviews, assists with preparing selection memos, and handles other hiring coordination efforts.
• Maintains departmental calendars and schedules meetings, appointments, interviews, training sessions, conferences, special events, and other departmental activities, including reserving facilities, preparing meeting materials, coordinating registration, arranging catering and refreshments, and processes related reimbursement requests.
• Maintains confidential personnel files, departmental records, databases, and electronic filing systems by indexing, recording, filing, and organizing records to ensure accurate recordkeeping.
• Maintains confidentiality of personnel, payroll, financial, legal, and other sensitive departmental information.
• Coordinates employee travel arrangements, including transportation, lodging, registrations, itineraries, expense documentation, and reimbursement requests.
• Receives, sorts, distributes, and processes incoming and outgoing mail, packages, and electronic correspondence; prepares mass mailings and coordinates shipping services.
• Prepares check requests, processes reimbursements, deposits funds received, and enters data into financial information system.
• Maintains departmental contact lists, emergency notification lists, and organizational records.
• Serves as the primary receptionist by greeting visitors, answering multi-line telephones, directing calls, responding to inquiries, and providing information and assistance to employees, customers, contractors, vendors, and the public.
• Serves as the department representative for various committees, organizations, programs, and special initiatives.
• Coordinates departmental administrative projects and purchasing activities, including coordinating with vendors regarding quotations, purchases, deliveries, and invoices, in accordance with City of Dothan purchasing policies and the State of Alabama Bid Law.
• Coordinates employee recognition events, meetings, and public outreach activities.
• Assists with emergency response and storm restoration administrative support, including maintaining on-call schedules, and communicating operational information.
• Assists in compiling documentation supporting emergency response activities, FEMA reimbursement requests, and disaster recovery reporting.
• Performs related duties.

• Knowledge of modern office practices and procedures.
• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of file management principles.
• Skill in prioritizing and organizing work.
• Skill in accurately preparing professional reports and correspondence.
• Skill in the provision of customer services.
• Skill in accurately maintaining files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication.
• Ability to coordinate multiple projects and meet specified deadlines.
• Ability to interpret administrative policies and procedures and apply them to daily tasks.

The Administrative Coordinator assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

Guidelines include city and department policies and procedures, State Bid Laws, and FEMA. These guidelines are generally clear and specific but may require some interpretation in application.

• The work consists of related administrative duties. Frequent interruptions and the need to multitask contribute to the complexity of the position.
• The purpose of this position is to coordinate the…