Secretary Senior - Parks & Recreation Department

Secretary, Senior

The purpose of this classification is to provide routine and specialized secretarial and clerical support to assigned department. 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.

• Answers telephone, greets visitors, and responds to inquiries/complaints; provides information, takes/relays messages, or routes calls to appropriate personnel.
• Schedules appointments; makes travel arrangements and hotel reservations; processes claim vouchers for travel expenses.
• Types, prepares, or processes a variety of correspondence, reports, deeds, receipts, index cards, forms, claim vouchers, purchase requisitions, payroll vouchers, computations, permits, bid specification packages, contracts, news releases, work orders, surveys, invoice requisitions, lists, verifications, applications, evaluations, budgets, and related documentation; files, copies, and transmits as appropriate.
• Sorts and distributes incoming mail; answers routine correspondence; retrieves incoming faxes and routes as appropriate.
• Performs a variety of file maintenance tasks; organizes files and designs databases; maintains documents on hard copy and via computer; updates and purges data as needed; packs old files for storage; retrieves records and information for city employees and the general public when requested.
• Performs a variety of data entry tasks; enters data into computer, audits data, and generates related reports; copies a variety of records and documents when requested; distributes or transmits as appropriate.
• Prepares cash/receipts reports and transmits monies.
• Prepares, processes, and/or transmits purchase requisitions, invoice requisitions, claim vouchers, payroll vouchers, purchase orders.
• Utilizes appropriate electronic or other office recording equipment to transcribe statements and reports; records information from confidential informants and citizens; makes computer entries per case disposition.
• Maintains and monitors petty cash; orders and maintains office supplies.
• Prepares and audits department/division payroll data entry and leave slips; distributes payroll checks.
• Designs and produces computerized forms and reports.
• Performs a variety of janitorial tasks, such as cleaning office, sweeping floors, and performing related tasks.
• In Parks & Recreation, prepares cash/receipts reports and transmits monies collected from cemetery services and lot sales, posts information from Certificate of Death & Burial to Death Register, Cemetery Lot books and their indexes.
• In Parks & Recreation, takes reservations; receives and counts monies, prepares receipts, and transmits monies as appropriate; shows and sells grave sites and mausoleum crypts; assists the general public in locating family plots; orders supplies; makes burial arrangements.
• In Parks & Recreation, acts as meeting secretary for Park Board during meetings outside of regular business hours.
• In Parks & Recreation, assists with some recreational programming outside of regular business hours.
• In Parks & Recreation, schedules, tracks, and arranges park use with special events, individuals, civic groups, and private organizations.
• In Parks & Recreation, records reservations and holds for park facilities.
• In Parks & Recreation, schedules, and tracks burials and internments in city cemeteries.
• In Parks & Recreation, records grave sales, and manages burial records.
• In Parks & Recreation, orders, requests quotes, tracks parks and cemetery purchases, orders crypt and niche bronze purchases, and tracks uniform allowances.
• In Parks & Recreation, tracks and records special records special events and park reservations. Permits events in city parks.
• In Parks & Recreation, acts as recording secretary for the parks and recreation board.
• In Parks & Recreation, assists with recreational activities and events.
• In Parks & Recreation, assists members of the public with genealogy research.
• In Public Works, consults with utility companies for locations of gas lines, water lines, and other utility lines; orders salt, sand, and concrete as directed; informs radio service of needed repairs. Operates a…