Confidential Secretary for Public Works

City of Harrisburg; Harrisburg (Dauphin County); On-site; USD 55,000 - 60,000; Full time

Benefits offered by this job

Defined pension plan

Paid holidays

Paid time off

Health care benefits

Job summary

The City of Harrisburg seeks a Confidential Secretary for Public Works to perform highly sensitive administrative tasks for the Public Works Director. The role handles payroll data, budget-related duties, and confidential personnel matters with discretion.

Qualified candidates will have an associate degree in business/administration and relevant secretarial experience. A PA Class C license is required; schedule may include on-call rotations and after-hours work.

Qualifications

• Associate degree in business or related field.
• Two years advanced secretarial experience; or five years prior experience.
• Valid Pennsylvania Driver’s License, Class C.

Responsibilities

• Tracks and schedules appointments for the Public Works Director and staff.
• Supports the Director with executing tasks and projects.
• Carries out administrative duties by collecting data, sorting, filing, and sending information requests.
• Maintains department budget data and processes requisitions and purchase orders.
• Monitors invoices, contracts, and other records with confidentiality.
• Participates in meetings and prepares notes of proceedings.

Skills

Interpersonal skills

Office administration

Budget awareness

Microsoft Office

Communication skills

Education

Associate degree in business/administration

Pennsylvania Driver’s License (Class C)

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Adobe Acrobat

Outlook

Job description

JOB OVERVIEW
The City of Harrisburg is accepting applications for the position Confidential Secretary for Public Works. The employee in this position is responsible for a highly sensitive and confidential position which requires the ability to exercise judgment based on city-wide policy and procedures. The incumbent is privy to policy formulation and personnel actions relating to collective bargaining, budget, finance and other tasks which affect the entire City. The Confidential Secretary performs high-level and complex secretarial and administrative tasks for the Public Works Director. The incumbent must possess a high degree of flexibility in the application of administrative skills. Analyzes and organizes office operations and procedures, preparation of payroll information, requisition of purchase orders and other administrative services. Work is performed under the supervision of the Public Works Director. This is a non-supervisory, management, FLSA-non-exempt position. position. Position will require a scheduled on-call rotation.

COMPENSATION & BENEFITS
The City of Harrisburg offers a salary range of $55,000.00 to $60,000.00. This full-time position also includes an excellent benefits package: defined pension plan, paid holidays, paid time off (vacation, sick and personal time) and health care benefits (medical, dental, prescription and vision).

JOB TITLE

Confidential Secretary for Public Works

Department of Public Works

Grade: M-4

GENERAL STATEMENT OF DUTIES

This position is a highly sensitive and confidential position which requires the ability to exercise judgment based on city-wide policy and procedures. The incumbent is privy to policy formulation and personnel actions relating to collective bargaining, budget, finance and other tasks which affect the entire City. The Confidential Secretary performs high-level and complex secretarial and administrative tasks for the Public Works Director. The incumbent must possess a high degree of flexibility in the application of administrative skills. Analyzes and organizes office operations and procedures, preparation of payroll information, requisition of purchase orders and other administrative services. Work is performed under the supervision of the Public Works Director. This is a non-supervisory, management, FLSA-non-exempt position.

JOB LOCATION

Work is generally performed at the Public Works Complex, which is located at 1820 Paxton Street, Harrisburg, PA. However, off site meetings will be required. The use of a computer, Office 365 and Microsoft Excel, Outlook, PowerPoint and Word software, copier, fax machine, scanner, Munis, multi-line telephone and other office equipment. Duties are typically performed weekdays from 7:00 a.m. to 3:30 p.m. or at the discretion of the Public Works Director. This position may require occasional evening, weekend and holiday duties.

ESSENTIAL FUNCTIONS

Work involves, but is not limited to, the following: Tracks and schedules appointments for the Public Works Director and other staff as needed. Supports the Public Works Director with executing tasks and projects. Carries out administrative duties by collecting data, sorting, filing and sending out project information requests. Evaluates the status of projects and offers suggestions on strategies to execute projects. Tracks project activities to meet deadlines. Prepares correspondence involving sensitive matters; memorandum, legal documents, statistical reports, directives, contracts and other related materials. Provides historical reference by developing and utilizing filing and retrieval systems. Performs basic research to assist in the completion of projects. Assists Public Works Director in monitoring, maintaining and creating the department budget. Prepares and processes requisitions, expense vouchers, purchase orders, forms, and miscellaneous material. Monitors purchase orders and requisitions. Maintains records of invoices, contracts, legislation, etc. Assists with confidential personnel issues. Assists with submitting personnel action requests. Uses initiative to resolve problems. Receives and organizes reports. Reviews reports for accuracy and completeness and recommends follow through actions when appropriate. Participates in meetings, taking and preparing notes of proceedings. Arranges staff training, seminars, conferences, etc.; Screens the Director’s telephone calls, responding to inquiries or referring calls to the proper department. Creates or improves existing administrative systems, including accounting, computer, filing and general record keeping. Completes all assignments in an efficient, consistent and timely manner. Establishes and maintains a professional working relationship with supervisors, co-workers and the general public. Performs other administrative duties assigned by the Director or designee.

NON-ESSENTIAL FUNCTIONS

Performs other duties as assigned or required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Must possess interpersonal skills required to handle sensitive and confidential situations or information with considerable knowledge of office rules, regulations and procedures.
• High degree of competence in standard business procedures and ability to apply such knowledge to specific operations of City government.
• Ability to prepare documents under pressure.
• Ability to successfully manage a variety of projects simultaneously.
• Highly proficient in grammar and spelling.
• Excellent organizational skills.
• Ability to understand and follow oral and written instructions
• Proficiency with Microsoft Word, Microsoft Excel, Microsoft PowerPoint and Adobe Acrobat, Outlook, etc.
• Ability to work with minimal supervision.
• Demonstrated organizational skills and record management.
• Able to handle multiple tasks professionally and simultaneously.
• Ability to concisely and effectively communicate both orally and in writing.
• Ability to exercise discretion, use sound judgment and act in a professional and courteous manner with the public, elected officials, department heads and other employees.
• Ability to develop and maintain a positive and professional working relationship with supervisors, peers, subordinates, committees and outside agencies.

QUALIFICATIONS

An associate degree in business, administration or related field plus two years of experience in an advanced secretarial or administrative position; or five years of prior experience in an advanced secretarial position; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities. Must possess a valid Pennsylvania Driver’s License, Class C, or equivalent.