Part time Secretary - Mayor's Office

General Statement of Duties and Responsibilities

Performs a variety of clerical duties according to standard office procedures. Moderate degree of decision making and knowledge of the functions of the city’s departments and mayor’s office. Significant degree of interaction with the public.

Works under the general supervision of the Mayor and the direct supervision of the Administrative Assistant to the Mayor. The employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction. The supervisor provides additional, specific instruction for new, difficult or unusual assignments.

• Assist in handling incoming calls, making assessment of caller’s needs and directing calls to appropriate department/person for resolution of situation or providing information in response thereto in conformity with limits of authority.
• Responsible for composing and typing correspondence given a general idea of content, rough draft or written format. Compose basic letters to public, responds to City Council agenda, proclamations, etc. as needed.
• Coordinates with necessary departments to complete and timely submit required reports for the school-based Medicaid program ensuring the maximum amount of reimbursement for the City.
• Responsible for any filing.
• Responsible for the mail – sorting and distributing to the appropriate departments and/or personnel.
• Responsible for maintaining inventory and ordering approved office supplies as needed for Mayor’s office, including paper for copier.
• Assist with accounts payable functions.
• When Secretary is out of office is responsible for managing of office.
• May be assigned any other duties as related to assist department function.

• Ability to problem solve and take the initiative, within limits of authority, to resolve problems/situations that may arise through phone calls or brought forward to Mayor’s office.
• Ability to gather, analyze and interpret complex data to ensure accurate reporting.
• Ability to communicate effectively with the public in a courteous and professional manner.
• Ability to problem solve and take the initiative, within limits of authority, to resolve problems/situations that may arise through phone calls or brought forward to Mayor’s office.

High School degree or GED certification. At least one year related work experience and/or training. A combination of education and experience will be considered.

• Excellent organizational, typing and data processing skills, proficient in the use of personal computers and office software including word processing, database, internet and spreadsheet applications. Working knowledge of office software and machines. Must have a firm understanding of math and technology as well as knowledge of accounting techniques.
• The work involves numerous standardized practices, procedures, or general instructions that govern the work and in some cases may require additional interpretation. Judgment is needed to locate, select and apply the most pertinent practice, procedure, regulation or guideline.
• Ability to communicate effectively both orally and in writing; strong communication skills in relaying important information and ability to deal appropriately with other employees, department heads and City officials. Ability to maintain confidential information.
• Ability to understand and follow directions and take the initiative in completing assignments. Ability to complete work under pressure while maintaining a high degree of accuracy in accordance with work deadlines.
• Ability to follow departmental rules, regulations, policies & practices in all aspects of job.
• The work consists of the practical application of a variety of concepts, practices and specialized techniques relating to a professional or technical field. Assignments typically involve evaluation and interpretation of factors, conditions or unusual circumstances; inspecting, testing and evaluating compliance with established standards or criteria; gathering, analyzing and evaluating…