ADMINISTRATIVE SECRETARY

Department / Division: PLANNING / DEVELOPMENT SERVICES
Non-Exempt
CLASSIFICATION: Personnel System
PAY GRADE: 11

Purpose of Job

The purpose of this job is to provide administrative and secretarial support to the Planning Department. Duties include, but are not limited to, providing the public with information, answering the telephone, preparing and processing general correspondence, maintaining files, and performing additional tasks as assigned.

Essential Duties and Responsibilities

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Answers the office telephone and is often the initial contact for the public with information regarding programs and services offered by the Planning Department responds to public inquires regarding zoning and subdivision items relays messages and disseminates information to department employees. Transcribes, composes, proofs, edits, types, prints, and copies correspondence, memoranda, and reports from rough drafts or verbal instructions for Planning Department staff. Coordinates administrative functions for various boards and committees associated with the Planning Department and prepares minutes and agenda, maintains files, collates prepared information and reports, handles all related correspondence and processes mail for Boards and Commissions that are assigned to the Planning Department. Maintains activeinactive and archival records (i.e. plats, files, tapes, pictures, maps, studies, reports) for the department, as well as a computerized inventory of Planning records maintains office filing system, including all commission and board related files. Schedules auditorium and conferences for the Dougherty Street Government Building. Maintains databases maintains ordinances and applications for the public maintains department notebooks, reading files, policies and procedures, etc. Prepares legal advertisements for publication in local newspaper for public hearings. Performs administrative functions for subdivision review process maintains and establishes files, distributes and Picks up and distributes office mail. Assists with completing authorizations for payment of departmental invoices budget transfers and purchase requisitions. Performs other related duties as required.

Knowledge, Skills and Abilities

Has general knowledge of the policies, procedures, and activities of a Planning Department as they pertain to the performance of duties relating to the position of Administrative Secretary. Has the ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental andor governmental regulations. Has working knowledge of the terminology used within a Planning Department. Has the ability to communicate effectively with supervisors and other staff members. Has the ability to use independent judgement in routine and non-routine situations. Has the mathematical ability to handle required calculations. Is able to utilize and understand computer applications and techniques as necessary in the completion of daily assignments. Has the ability to plan, organize andor prioritize daily assignments and work activities. Is able to comprehend and apply regulations and procedures of the department. Has comprehensive knowledge of modern office practices, policies and procedures, street numbering practices, bookkeeping, record keeping and procedures and methods as required in the performance of duties. Must be able to work under several deadlines and possess skills in organizing work, map reading, oral and written communication, operating modern office equipment and the use of a personal computer.

Minimum Training and Experience Required to Perform Essential Job Functions

High school diploma or equivalent with two years of clerical, bookkeeping, or general office related experience required a VocationalTechnical degree in Accounting, Secretarial Sciences or related discipline preferred or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS:

Must be physically able to operate a variety of machinery and equipment including a computer, copying machine, calculator, laminator and typewriter. Must be able to use body members to work, move or carry objects or materials. Must be able to exert up to 20 pounds of force occasionally, andor up to 10 pounds of force frequently. Physical demand requirements are at levels of those for sedentary work.

DATA CONCEPTION:

Requires the ability to compare andor judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

INTERPERSONAL COMMUNICATION:

Requires the ability to speak andor signal people to convey or exchange information. Includes giving and receiving assignments andor directions to co-workers and assistants or from supervisors.

LANGUAGE ABILITY:

Requires the ability to read a variety of reports, invoices, checks, letters, budgets, property plats and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare billing statements, correspondence, legal ads, purchase orders, grant reimbursement requests and zoning files using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence.

INTELLIGENCE:

Requires the ability to learn and understand basic principles and techniques to acquire and be able to expound on knowledge of topics related to primary occupation and to make independent judgement in the absence of management.

VERBAL APTITUDE:

Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical and professional languages, including legal advertising.

NUMERICAL APTITUDE:

Requires the ability to utilize mathematical formulas add and subtract totals multiply and divide interpret graphs compute discount, interest, profit and loss, ratio and proportions. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with computer, copying machine, calculator, laminator and typewriter.

MOTOR COORDINATION:

Requires the ability to coordinate hands and eyes in using computer, copying machine, calculator, laminator, and typewriter.

MANUAL DEXTERITY:

Requires the ability to handle a variety of items such as a computer, copying machine, calculator, laminator, and typewriter. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eyehandfoot coordination.

COLOR DISCRIMINATION:

Requires the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT:

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency.

PHYSICAL COMMUNICATION:

Requires the ability to talk andor hear: (Talking - expressing or exchanging ideas by means of spoken words.) (Hearing - perceiving nature of sounds by ear.) Must be able to communicate via telephone. div alignright Parsed RTF file OK

DISCLAIMER: THE INFORMATION CONTAINED ON THIS WEBSITE IS PROVIDED "AS IS" AND WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES REGARDING THE ACCURACY OR COMPLETENESS OF THE INFORMATION CONTAINED ON THIS SITE OR IN ANY REFERENCED LINKS. [ Read More ]