Senior Secretary-Public Works

@ City of Danville, VA
City of Danville, VAcityofdanville,va.com

Senior Secretary-Public Works

Danville, VA
Posted 1 day ago

About the job

The City employs professionals in public works to support departmental operations and community services. The Senior Secretary handles clerical tasks, coordinates meetings, maintains records, and assists management to ensure smooth department functioning.

Requirements

  • High School Diploma or GED
  • 6 months to 1 year post-secondary study
  • 1-2 years of experience
  • Valid Driver’s License
  • Active Notary Commission

Qualifications

  • Intermediate work knowledge
  • Advanced reading skills
  • Intermediate writing skills
  • Intermediate math skills
  • Good communication skills

Full job description

Description

Provides advanced clerical assistance and support to management, departments, City Council, and city residents. Prepares skilled clerical work inpreparing departmental documentation and correspondence with other departments, businesses, agencies, media, and the public; coordinates and schedules meetings; maintains the departmental subject files and website; and ensures timely renewal of the department’s permits, licenses, subscriptions, fees, and agreements. Provides administrative support directly to the director and will be independently responsible for multiple administrative processes of the department.

The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

  • Provides clerical support for the department by generating departmental reports, memos, and letters for the director and divisions directors as needed; typing, updating, modifying departmental agreements and contracts as requested; and corresponding with other departments, businesses, agencies, media, citizens and the public.
  • Prepares City Council letters, ordinances, resolutions and other related documentation for the department into the Civic Clerk software by ensuring accuracy of information and proper formatting.
  • Processes subscriptions, memberships and permit renewals and assists with preparation of grant application requests as requested, by ensuring all deadlines are met and maintaining records.
  • Processes travel requests and reimbursement documentation, assisting employees with travel arrangements as needed; maintains travel records. Coordinates and maintains records for the department’s safety shoes and prescription safety glasses program. Schedules meetings and maintains various calendars; prepares conference room for meetings.
  • Takes and transcribes minutes, posts agendas, minutes and reports.
  • Maintains department filing system and office supplies.
  • Provides emergency response during severe weather (snow, floods, and storms).

ADDITIONAL DUTIES
  • Provides various other duties such as minor technical support for supervisors; assisting walk in customers;dispatching and answering telephone.
  • Performs additional duties as assigned.

Education and Experience
High School Diploma or GED supplemented by six months to one year of post-secondary study or training: e.g. vocational, business, technical school; and one to two years of experience.

An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above

Certifications/Licenses

  • Valid Driver’s License with acceptable driving record according to City Criteria
  • Active commission as a Notary

Job Knowledge
Intermediate knowledge to perform most work in normal situations. Comprehension of standard situations and includes knowledge of most of the significant aspects of the subject.

Reading
Advanced: Ability to read literature, books, reviews, scientific or technical journals, abstracts, financial reports, and/or legal documents.

Writing
Intermediate: Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.

Math
Intermediate: Ability to deal with a system of real numbers; and practical application of fractions, percentages, ratios/proportions and measurement.

Communication Skills
Requires providing basic information to others outside direct reporting relationships on procedures or general policies. Contact may require the consideration of different points of view to reach understanding and gain cooperation and acceptance of ideas.

Independence and Decision-Making
Normally performs the job by following established standard operating procedures and/or policies. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically.

Technical Skills
Work requires advanced skills and knowledge in approaches and systems, which affect the design and implementation of major programs and/or processes organization wide. Independent judgment and decision-making abilities are necessary to apply technical skills effectively.

Fiscal Responsibilities
No budgetary/fiscal responsibility.

Supervisory Responsibilities
No responsibility for direction or supervision of others.

PHYSICAL DEMANDS
Work is sedentary in nature, requiring occasional light physical exertion. Requires adequate vision, hearing and talking to use a computer, telephone and communicating effectively with others.

NON-PHYSICAL DEMANDS

  • Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
  • Regular and predictable attendance is expected.
  • May frequently experience time pressure, performing multiple tasks simultaneously, and tedious or exacting work.
  • May occasionally experience frequent change of tasks, irregular work schedule/overtime, and working closely with others as part of a team.

MACHINES, TOOLS, EQUIPMENT, SOFTWARE AND HARDWARE
Typically requires use of standard office equipment to include telephone, computer, Microsoft Office and job specific software and hardware; and any other equipment as appropriate or required.

WORK ENVIRONMENT
The work is typically performed in an office setting, primarily at a desk in a quiet environment, where the employee is not exposed to environmental hazards.

The employee is expected to use appropriate protective equipment for the assigned task; and any other equipment as apparent or assigned.
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