Confidential Secretary

Job Title:
Confidential Secretary

Department:
Public Works

Employment Status:
Full-time

FLSA Status:
Exempt

Salary Range: $53,000 - $60,000

Scope of Work

The Confidential Secretary is responsible for performing a variety of moderately complex administrative tasks, customer service, clerical and technical activities related to the Public Works Department. This includes, but is not limited to, billing, purchasing, report generation and record management functions.

Supervision Received

Reports to the Public Works Director or designee.

Essential Duties and Responsibilities

• Responds to calls that will include processing requests for services, answering questions and accurately entering and maintaining such requests and related documentation in the Village service request system
• Excellent verbal and written communications skills, including the ability to communicate with tact and professionalism under various conditions
• Must be detailed oriented and highly organized
• Greets and responds to requests from the public, contractors, engineers, etc. via email, phone or in person
• Demonstrates good judgement
• Knowledgeable of general office procedures
• Ability to maintain and establish positive working relationships with employees and the general public
• Must be able to work independently with minimum supervision as well as work collaboratively as a team
• Coordinates appointments and meetings for the department
• Maintain all bid files, including but not limited to attending bid openings and record bid tabulations
• Ability to utilize software programs including BS&A, See Click Fix and Brightly Asset Management
• Processes invoices and purchase orders
• Maintain sensitive and confidential information
• Provide research and support on projects
• Must volunteer 2
  -3 Village Wide community events annually
• Perform all job duties as assigned

Qualifications

• Required
• High school diploma or equivalent; two (2) to five (5) years of related professional experience or any equivalent combination of training and experience
• Proficiency in Microsoft Office Suite and Microsoft Outlook
• Strong analytical and writing/typing skills using Microsoft Excel and Microsoft Word
• Dependable research, writing and public communication skills
• Strong organizational and time management skills
• Preferred
• Associates Degree or any Professional Administrative Certifications
• Previous government experience
• Broad understanding of municipal policies and processes
• Bi-lingual

Necessary Special Requirements

Valid driver's license; ability to pass a drug screen, credit check and background check.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee must occasionally stand, crouch, stoop, kneel, lift and/or move 25 pounds or more. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Miscellaneous Information

Please include resume along with application.

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