Secretary

City-of-Casa-Grand; Casa Grande (AZ); On-site; USD 32,000 - 52,000; Full time

Job summary

City of Casa Grande in Arizona seeks a capable administrative assistant to provide secretarial support for the Planning and Development Department. You will compose correspondence, handle calls, schedule appointments, and maintain files.

You will review documents, compile data for reports, and assist customers with information while applying city policies. A High School diploma and clerical experience are required; there is opportunity for growth within the department.

Qualifications

• High School diploma or GED equivalent, and two years clerical and computer experience.
• Ability to compose correspondence, answer calls and schedule appointments.
• Proficiency with word processing, database and spreadsheet software.

Responsibilities

• Composes correspondence and answers telephone inquiries.
• Reviews documents for accuracy and forwards for review.
• Prepares and proofreads reports and forms as assigned.
• Collects data and maintains records for periodic reports.
• Acts as secretary to city boards or commissions and transcribes proceedings.
• Enters data into computer systems and generates reports.

Skills

Customer service

Oral communication

Written communication

Data entry

Office procedures

Problem solving

Education

High School diploma or GED

Two years clerical and computer experience

Tools

MS Word

MS Excel

Database software

Job description

GENERAL PURPOSE:

Under general supervision, performs a wide variety of secretarial work and public contact for an assigned department and/or division(s); employee may apply some independent judgment based on knowledge gained through experience in the performance of responsible duties.

Note:

This position is currently assigned to the Planning and Development Department but may also be used to fill future vacancies in other divisions as they arise.

PRIMARY DUTIES AND RESPONSIBILITIES:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Composes correspondence in accordance with standard policies; answers the telephone, interviews and screens callers; responds to inquiries and explains policies and procedures and provides information, technical assistance and advises internal and external customers on applicable policies, procedures, or standards; arranges appointments; maintains office files.
• Reviews and checks documents, records and related forms for accuracy, completeness and conformance to applicable rules and regulations within assigned area; assists customers with submittals and determines appropriateness of forwarding to appropriate staff for further review and approval.
• Prepares, types, and proofreads correspondence, technical documents, forms, records, and reports as assigned; researches files and records and maintains databases.
• Collects and compiles statistical and financial data and other information for inclusion into special and periodic reports; maintains office supply inventories and orders/stocks supplies or equipment as needed.
• Acts as secretary to City boards or commissions, recording and transcribing the proceedings of the meetings.
• Enters data into computer systems; processes transactions, compiles documentation, and generates reports utilizing word processing and spreadsheet software.
• Responds to requests for information within scope of authority and processes responses to customers regarding public records request.
• Performs other duties as assigned or required.

SUPERVISION EXERCISED:

None.

Education and Experience:

High School diploma or GED equivalent, and two (2) year’s clerical and computer experience.

Special Requirements:

None.

Necessary Knowledge and Skills:

Knowledge of:

• City policies and procedures.
• Administrative regulations, policies and procedures.
• Word processing, database, and spreadsheet software applications.
• The principles of record keeping, records retention and records management.

Skill in:

• Reading, understanding and applying Department policies and procedures.
• Data entry and mathematical calculations.
• Operating a personal computer utilizing a variety of business software.
• Assisting customers within area of focus.
• Effectively communicating, both orally and in writing.

Physical Demands / Work Environment:

Standard office environment.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as needed.

The City does not hire at the top of the range. Candidate may start above the beginning of the range depending on qualifications.