Secretary - Part Time

About the role

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.

Responsibilities

• 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;
• 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;
• Operates a wide variety of office equipment in the performance of duties, such as a computer, copier, facsimile machine, and shredder.
• Copies sales orders and transmits as appropriate;
• Collects data for payroll preparation, audits payroll forms, logs and updates data as appropriate and files related forms.
• 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.
• Provides assistance to the Community Development Specialist with processing applications for housing assistance and with maintaining client files;
• Communicates with the Complainant until the issue is resolved.
• Coordinates requests for lighting pilot lights, pressure and leak checks, gas service inspections, check repairs, read ins, reconnects, or any other gas related issues;
• Dispatches appropriate personnel.
• Supports and backs up inventory clerk.
• Coordinates, records, and tracks appropriate training for gas department personnel.
• Maintains supply inventory, orders and/or picks up supplies when necessary.
• Maintains regular and predictable in person attendance during regular City business hours is required.

Requirements

• High school diploma or GED; supplemented by college level course work or vocational training in secretarial and computer skills preferred;
• Supplemented by one (1) year previous experience and/or training involving secretarial and clerical work required;
• Must possess and maintain a valid driver’s license.
• Typing/keyboarding speed of 30 w.p.m. is required.

Qualifications

• Performing other related duties as required, necessary, or assigned.

Skills

• Data Utilization
• Human Interaction
• Equipment, Machinery, Tools, and Materials Utilization
• Verbal Aptitude
• Mathematical Aptitude
• Situation Reasoning
• Functional Reasoning

Benefits

Includes, but is not limited to:

• Group Life Insurance
• Paid Time Off
• Includes, but is not limited to Vacation Sick time
• Holidays (for eligible employees)