City of Springfield

SECRETARY

Pay Grade: 514

FLSA Status: Nonexempt

Bargaining Unit: OPEU

Benefits Summary

GENERAL DUTIES AND RESPONSIBILITIES

Under the general supervision of one or more mid-managers in a city department or section, provides clerical, secretarial, and administrative support that includes typing, shorthand or machine transcription, filing, scheduling, activity coordination, and telephone/visitor reception. Performs related duties as required.

Essential Duties

1. Types correspondence from written, printed, or dictated sources, to include letters, memoranda, records, forms, and reports. Prepares routine correspondence independently.

2. 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 or section and provides information or refers as needed.

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

4. Establishes and maintains filing systems for the storage and retrieval of all internal/external correspondence, records, reports, and documents.

5. Maintains a personal schedule to ensure the timely completion of assigned tasks and schedules for the attendance of the supervisor(s) or others in meetings, classes, and conferences.

6. Assists in the coordination and completion of unit activities or projects by monitoring timetables, organizing events, scheduling staff, and conducting periodic follow-ups.

7. Orders expendable office supplies as required using city purchasing procedures and coordinating with the supervisor and the Finance Department.

8. May receive dictation using a form of shorthand or transcribing machine and produces a final copy via the above mentioned typing process.

9. May assign and review the work of other clerical employees.

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 basic supervisory techniques; knowledge of personal computers, and other office machines and equipment; knowledge of recordkeeping practices; ability to perform difficult secretarial, clerical and office assistance work involving independent judgment and requiring accuracy and speed; ability to learn city purchasing procedures as they relate to expendable office supplies; ability to learn the necessary departmental and city operations; ability to type sufficiently to perform the duties of the job; ability to operate office equipment, including personal computers, and the more commonly used office programs; 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 assist in the preparation of reports; ability to receive unit visitors, in person and via telephone, and provide the necessary information or referral; ability to effectively organize work and schedules in order to fulfill time requirements; ability to work harmoniously with other employees and the general public.

Experience and Training

Three years of experience in secretarial or clerical positions in direct support of one or more managers; formal business training/education may be substituted for up to half of the required experience, or any combination of experience, training and education that provides the required knowledge, skills, and abilities.

Xjc 201362
20136U