Secretary

City of Casa Grande; Casa Grande (AZ); Presencial; USD 36 000 - 48 000; Tempo integral

Resumo da oferta

City of Casa Grande seeks a skilled administrative professional to perform secretary duties, handle public inquiries and maintain records. The role supports the Planning and Development Department with clerical tasks, data entry and document preparation.

Requirements include a high school diploma or GED and two years of clerical experience; strong communication and computer skills are essential to serve internal and external customers effectively.

Qualificações

• High School diploma or GED equivalent and two years clerical experience.
• Experience with word processing, data entry and basic record keeping.
• Ability to communicate clearly and follow department policies.

Responsabilidades

• Composes correspondence and answers telephone inquiries; advises customers on policies and procedures.
• Reviews documents for accuracy and forwards for review as needed.
• Prepares and proofs documents, maintains files and databases.
• Collects and compiles data for reports and maintains inventories.
• Acts as secretary to city boards or commissions and records proceedings.
• Enters data into computer systems and generates reports.
• Responds to public records requests within authority.
• Performs other duties as assigned.

Conhecimentos

Data entry

Microsoft Office

Communication

Customer service

Time management

Formação académica

High School diploma or GED

Ferramentas

Word processing

Spreadsheet software

Database software

Descrição da oferta de emprego

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 informationwithin 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.