Secretary - Part Time

CITY OF HENDERSON, KENTUCKY

CLASSIFICATION SPECIFICATION

CLASSIFICATION

TITLE:

SECRETARY - PART TIME

PURPOSE OF CLASSIFICATION

The purpose of this classification is to provide secretarial support to assigned department. Duties include, but are not limited to, answering telephones, greeting visitors, typing correspondence and reports, maintaining files, and performing a variety of data entry tasks.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

* Types or prepares a variety of correspondence, reports, memoranda, labels, envelopes, schedules, purchase requisitions, citations, forms, and related materials; processes, makes copies, files, or transmits as appropriate; may take and transcribe dictation.

* Answers telephones and greets visitors; provides information, takes/relays messages, or directs calls/visitors as appropriate.

* Transmits outgoing faxes and distributes incoming faxes daily.

* Organizes and maintains hard copy and computerized files; files reports, logs, correspondence, and related documents; retrieves, updates, and purges files as needed; boxes old files for storage; reviews and audits a variety of data entries and generates reports from data.

* Processes payables and receivables documentation and maintains related files; prepares, audits, and/or files purchase orders, purchase requisitions, invoice requisitions, claims vouchers, and invoices; copies sales orders and transmits as appropriate; dispatches service personnel.

* Performs a variety of data entry tasks.

* Receives and files a variety of faxes, reports, correspondence, forms and related documents for storage and reference; researches and pull computerized files as requested;

* Operates a wide variety of office equipment in the performance of duties, such as a computer, copier, facsimile machine, and shredder.

* Collects data for payroll preparation, audits payroll forms, logs and updates data as appropriate and files related forms.

* In Police department, prepares warrants/summons and transmits or files as appropriate.

* In Police department, sorts and distributes incoming mail.

* In Police department, enters data from uniform citations, courtesy notices, administrative citations, parking tickets, bicycle licenses, assembles citation printouts and transmits as appropriate;

* In Police department, provide clerical support to the Crime Analyst/Record Technician when requested;

* In Codes, provides clerical and secretarial assistance types code complaints, purchase requisitions, claims vouchers, invoice requisitions, and zoning violation letters, records inspection and re-inspection dates, compliance dates, and related records.

* In Codes, may receive payments and balance cash drawer; may distribute petty cash funds and writes receipts as needed.

* In Codes, maintains construction inspection records, enters inspections into software, and prepares Certificate of Occupancy as needed.

* In Codes, receives residential inspection requests and notifies appropriate personnel for dispatch.

* In Codes, maintains contractor records and updates changes in address, phone numbers, email, Workers' Compensation and other necessary information.

* In Codes, reviews, corrects and forwards all reports, code complaints, and violation letters, or related documentation prepared by clerical staff.

* Collects data for payroll preparations, audits payroll forms, logs and updates data as appropriate and files related forms.

* In Codes, prepares materials for the Board of Zoning Adjustment and Board of Appeals - Housing and Buildings, including but not limited to agendas, public notices, minutes, letters to applicants and adjacent property owners, and land use restrictions; attends Board meetings as necessary.

* In Codes, provides assistance to the Community Development Specialist with processing applications for housing assistance and with maintaining client files.

* In Codes, receives, and processes complaints received from the online Request Tracker and communicates with the Complainant until the issue is resolved.

* In Gas department, coordinates…