Secretary

Department/Division: Fleet Services

Job Type: Full Time

Pay: $16.00 Per Hour and Benefits

Position Summary

Under the administrative direction of the Fleet Services Director, this individual must have the ability to perform a variety of secretarial and clerical duties that require the knowledge of daily departmental operations; create and maintain charts, graphs, spreadsheets and databases on a personal computer pertaining to fleet maintenance; type and proof a variety of material, assist Director in the collection of various materials and data for special reports and special projects, such as budget preparation; establish and maintain comprehensive administrative, personnel, and confidential files, and have the initiative and ability to use independent judgement and work efficiently with minimal supervision.

Essential Duties and Responsibilities

• Performs a variety of duties as secretary to the Fleet Services Director.
• Compose, type, and proof correspondence, memoranda, reports, technical papers, budget requests, and related fiscal material for the Director. 
• Create and maintain charts, graphs, spreadsheets, and databases on a personal computer. 
• Establish and maintain office files.
• Record and extract data from manual/computer files and have the knowledge and ability to input and extract data from the Fleet Maintenance Software Program.
• Prepare and compile data regarding departmental activities such as mechanics' daily work, vehicle history, inventory, invoices, and payroll. 
• Prepare purchase orders, personnel action records, check requests, and related documents as directed.
• Answers, screens, and place calls, monitor and follow up on messages, and refer callers to appropriate parties.
• Receive, welcome, and assist the general public or refer to appropriate parties.
• Research, tabulate, and summarize information from routine, periodic, or special reports.
• Compose standard letters in response to routine correspondence.
• Develop spreadsheets to explicate numerical data.

Supervisory and Administrative Responsibilities

• Knowledge of proper telephone etiquette and ability to effectively communicate in a courteous, tactful, and diplomatic manner.
• Ability to prepare and compile departmental data for use in various types of reports.
• Ability to work independently, confidentially, and efficiently without direct or continued supervision.
• Ability to maintain effective working relationships with the general public and fellow employees.
• Ability to type a minimum of 40 (net) words per minute.
• Ability to operate standard office machines accurately and efficiently.
• Requires proficient knowledge of computers, specifically the Windows Operating System, and computer programs, such as Microsoft Office, Excel, Word, the Internet, and e-mail programs.
• Ability to be trained on specialty software for Fleet Maintenance.
• Ability to be trained on Tyler financial software.

Qualifications

Education

• Requires knowledge, skill, and mental development equivalent to the completion of four years of high school.
• Requires the ability to pass the Adult Basic Education Test.
• A two-year degree in Secretarial Science or a directly related field is desirable.

Experience 

• Requires a minimum of, including general clerical skills, typing, and computer knowledge.
• Requires the ability to handle multiple tasks.
• Requires the ability to organize duties and produce results in a timely manner.
• Requires excellent communication skills, both written and verbal.
• Requires the ability to pass a background security and credit check.
• Requires extensive knowledge of modern office procedures and practices
• Requires knowledge of the operation of a calculator, computer, facsimile machine, and other office equipment.

Work Schedule

Working shift is from 7:00 a.m. to 4:00 p.m., Monday through Friday with a one (1) hour lunch period, forty (40) hours per week.

Physical Requirements

• Occasional walking, reaching, bending, and lifting or carrying objects under 25 pounds requires the ability to sit for extended periods of time.
• Use written sources of information, e.g., read reports, procedural documentation, reference materials,
• Perform detailed work requiring visual acuity.
• Use non-verbal auditory sources of information, e.g., alarms, beepers, pagers.    

Residency Requirement

All applicants shall reside in either Jefferson County or a County adjacent to Jefferson County, including any of the following: Marion, Wayne, Hamilton, Franklin, Perry, or Washington, as their principal place of residence, within six (6) months of hire, and thereafter at all times during the time of their employment by the City. Any employee who shall fail to establish and/or maintain his or her domicile and residency as required herein shall be subject to discharge from employment with the City.

Additional Information

FLSA Classification 

Non-Exempt

Pay Schedule

Biweekly (every other Friday)