City of Springfield

ADMINISTRATIVE SECRETARY

Pay Grade: 26 (Non-union)

FLSA Status: Nonexempt

Bargaining Unit: Nonunion

Benefits Summary

GENERAL DUTIES AND RESPONSIBILITIES

Under the general supervision of a Department Head, provides secretarial and administrative support of a confidential nature that includes activity and program coordination, scheduling, typing, shorthand or machine transcription, filing, and telephone/visitor reception. Performs related duties as required.

Essential Duties

1. Coordinates complex clerical/administrative activities for the Department, and develops related departmental procedures and forms; relays and interprets administrative decisions, policies, and instructions.

2. Participates in the coordination and completion of Department activities or projects by monitoring timetables, organizing events, scheduling staff, and conducting periodic follow-ups; coordinates activities with other departments, organizations, and the general public as needed.

3. Provides staff assistance to assigned commissions, committees, task forces, and other groups; arranges related meetings, and prepares agenda materials and minutes; may participate as a member of the Department's Management Team.

4. Conducts special projects as assigned, which may involve basic research and the sorting, summarizing, and compilation of data and documentation.

5. Maintains a schedule to ensure the timely completion of assigned tasks, and schedules the attendance of the Director or others in meetings, classes, and conferences; may use PC scheduling programs to expedite the process.

6. Establishes and maintains filing systems for the storage and retrieval of all internal/external correspondence, records, reports, and documents; processes and/or oversees the Department's personnel and other confidential records; maintains and updates various software databases.

7. Participates in the preparation, developing and monitoring of the department budget; reconciles and balances assigned accounts.

8. Types correspondence from written, printed, or dictated sources, to include letters, memoranda, records, forms, and reports; prepares routine correspondence and reports independently; may receive dictation using a form of shorthand or transcribing machine and produces a final typed copy.

9. Answers the telephone and responds to caller by providing information or referring to appropriate individual; places and returns calls as required; receives visitors to the department and provides information or refers as needed; screens and processes the Director's incoming mail.

10. Represents the Director and the department, within the scope of the position; exercises discretion in confidential and sensitive matters; may serve as the department representative on task forces, committees, and other groups as needed.

11. Orders expendable office supplies as required using City purchasing procedures and coordinating with the Director and the Finance Department; may research and recommend office equipment purchases.

12. Operates office equipment to include personal computers and printers, calculators, telephones, FAX machines, transcribers, and photocopiers.

QUALIFICATION REQUIREMENTS

General Knowledge, Skills, and Abilities

Considerable knowledge of business vocabulary, spelling, punctuation, syntax, and basic mathematics; considerable knowledge of modern office practices and procedures; knowledge of filing techniques; knowledge of personal computers and other office machines and equipment; knowledge of recordkeeping practices; ability to develop and maintain office organization; ability to perform difficult secretarial, clerical, and office assistance work involving independent judgment and requiring accuracy and speed; ability to learn the necessary departmental and City operations; ability to learn City purchasing procedures as they relate to expendable office supplies; ability to type sufficiently to perform assigned duties; ability to operate office equipment; ability to utilize word processing, spreadsheet, database, and graphic systems sufficiently to perform assigned duties; ability to receive dictation, using shorthand or a transcribing machine; ability to establish and maintain files and file systems; ability to assemble data and information and to prepare routine reports; ability to receive Department visitors, in person and via telephone, and provide the necessary information or referral; ability to assist in developing and monitoring budgets; ability to communicate effectively; ability to work effectively with other employees, elected officials, and the general public.

Experience and Training

Related work experience, typically four years of increasingly responsible secretarial experience that provided direct support to one or more managers. Formal business training/education may be substituted for one year of the required experience, or any combination of experience, training, and education that provides the required knowledge, skills, and abilities.

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