CITY OF SALISBURY
DEPARTMENT SECRETARY
DEFINITION
To perform a
variety of difficult to complex secretarial and office management duties
requiring paraprofessional administrative skills; and to provide administrative
office support to department management staff.
This is the
advanced journey level class in the Office Assistant series. Positions at this level are distinguished
from other classes within the series by the level of responsibility assumed and
the complexity of duties assigned.
Employees perform the most difficult and responsible types of duties
assigned to classes within this series including the processing of routine
matters independently, composition and preparation of correspondence, and the
compilation of information used in record keeping, report preparation, and
special departmental projects.
Employees at this level are required to be fully trained in all
procedures related to assigned areas of responsibility.
Receives direction
from assigned Department Head.
Exercises
functional and technical supervision over assigned secretarial and clerical
staff.
EXAMPLES OF DUTIES - Duties may
include, but are not limited to the following:
Compose, prepare
and proofread specialized correspondence for proper format and accuracy.
Organize, direct
and coordinate office operations which may involve coordinating the work
activities of subordinate secretarial and/or clerical personnel.
Collect information
and compile reports on departmental activities as requested by the Department
Head.
Receive and respond
to complaints or inquiries relating to department operations and/or records.
Assist in
monitoring departmental compliance with applicable local, State and Federal regulations.
Process routine
matters independently.
Assist Department
Head with special projects as necessary.
CITY OF SALISBURY
Department
Secretary (continued)
EXAMPLES OF DUTIES
Screen calls and
visitors; arrange and schedule appointments.
Provide information
requiring a thorough knowledge of department policies and procedures
Record and
transcribe dictation.
Serve as secretary
to department-related commissions or committees.
Transcribe minutes
and information to permanent records.
Prepare and
maintain a variety of filing systems and records.
Determine proper
file designation to be used; ensure that proper distribution and disposition is
made of notices, memoranda, directions and related materials.
Prepare standard
legal documents, requests for applications and other official documents and
papers.
Research, prepare
and review various technical reports, documents and materials.
Maintain records of
department spending as required.
Prepare and
maintain payroll and related records for department employees.
Maintain personnel
files on department employees as required.
Assist with
purchasing functions as required.
Responsible for
maintenance of office supplies for the department office.
Receive and process
daily mail and distribute to proper personnel.
Perform related
duties as assigned.
QUALIFICATIONS
Knowledge of:
Principles, practices and procedures
of office management.
CITY OF SALISBURY
Department
Secretary (continued)
Methods and techniques of performing
secretarial functions.
Modern office procedures and
methods.
Operational characteristics and
applications of data processing equipment.
Principles and procedures of
financial record keeping and reporting.
Department policies and procedures.
English usage, spelling, grammar and
punctuation.
Ability to:
Establish and maintain cooperative working relationships with those
contacted in the course of work.
Communicate clearly and concisely,
both orally and in writing.
Type at a speed necessary for
successful job performance.
Take and transcribe dictation at a
speed necessary for successful job performance.
Train assigned staff.
Make minor administrative decisions in accordance with municipal laws,
ordinances, regulations and department policies and procedure.s
Maintain a variety of complex
clerical records, and extract data from such records for reports.
Deal tactfully and courteously with
the public.
While performing the duties of this job, the employee is frequently
required to sit and talk or hear. The employee is occasionally required to
walk; use hands to finger, handle, or feel objects, tools, or controls; and
reach with hands and arms.
The employee must
occasionally lift and/or move up to 25 pounds. Specific vision abilities
required by this job include close vision and the ability to adjust focus.
CITY OF SALISBURY
Department
Secretary (continued)
Any combination of
experience and training that would likely provide the required knowledge and
abilities is qualifying. A typical way
to obtain the knowledge and abilities would be:
Experience:
Three years of increasingly
responsible office management, or business practices experience.
Training:
Equivalent to the completion of the twelfth grade supplemented by
college level course work in business, office management
or a related field.