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Secretary

Pay: $16.00 per hour

Job Type: Full Time

Department/Division: Fleet Services

HOURS OF WORK:

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. FLSA classification is non-exempt.

DISTINGUISHING FEATURES OF WORK:

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.

ILLUSTRATIVE EXAMPLES OF WORK:

  • Performs a variety of duties as secretary to 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 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, refer callers to appropriate parties.
  • Receive, welcome, and assist the general public or refer to appropriate parties.
  • Research, tabulate, and summarize information of routine, periodic, or special reports.
  • Compose standard letters in response to routine correspondence.
  • Develop spreadsheets to explicate numerical data.

EDUCATION:

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

EXPERIENCE REQUIRED:

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

SIGNIFICANT 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.

PHYSICAL REQUIREMENTS:

  • Occasional walking, reaching, bending, and lifting or carrying object 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:

  • Residency within the limits of Jefferson County is required of all City Employees.