Secretary II Gas

City of Florence, Alabama; Florence (AL); On-site; USD 32,000 - 42,000; Full time

Job summary

The City of Florence, Alabama is seeking a detail-oriented secretary for the Gas Department to support the Supervisor with clerical tasks, data entry, filing, and report preparation.

You will handle office equipment, customer service, and overtime as required, maintaining filing systems and supporting field operations as needed. This role requires good communication, proficiency in Word, Excel, and PowerPoint, and the ability to manage multiple tasks in a fast-paced environment.

Qualifications

• High School graduate or GED.
• Eighteen months to three years of experience in an office environment with an emphasis on customer service.
• Must have a valid driver's license.

Responsibilities

• Composes and prepares letters, schedules, notices, and other correspondence.
• Relays instructions and messages.
• Operates basic office equipment (computer, copier, typewriter, fax, calculator).
• Maintains filing and records of section operations.
• Answers phone and directs calls within the section.
• Prepares reports for the Supervisor using common spreadsheet/word processing programs.
• Performs other duties as assigned by the Supervisor.

Skills

Data entry

Filing

Customer service

Typing

Office multitasking

Education

High School diploma or GED

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Performs secretarial duties for the Gas Department as assigned by the Supervisor. Duties include a variety of functions such as data entry, record keeping, filing, and other associated duties to relieve the supervisor of the clerical tasks associated with the section.

1. Secretarial Functions:
   
   
   
   • Composes and prepares letters, schedules, notices, and other correspondence.
   
   
   • Relays instructions and messages.
   
   
   • Operates computer, copier, typewriter, fax machine, calculator, and other office equipment.
   
   
   • Maintains filing as required.
   
   
   • Maintains records of section operations and keeps organized files on the same.
   
   
   • Answers phone for the section and directs calls to the appropriate individual within the section as required.
   
   
   
   


2. Performs specific clerical tasks or duties as required by the Supervisor.


3. Prepares reports for the Supervisor as required using common spreadsheet and/or word processing programs.


4. Performs research and collects information for the Supervisor as required for completion of reports, resolution of customer problems, etc.


5. Must be able to work overtime and during emergencies when required.


6. Assists the department with tasks specific to the section to which the employee is assigned.


7. Performs other duties as assigned by the Supervisor within the scope of this job.

1. High School graduate or GED.


2. Eighteen months to three years of experience in an office environment with an emphasis on customer service.


3. Must have a valid driver's license.

1. Ability to operate personal computers using common Microsoft programs such as Word, Excel, PowerPoint, etc.


2. Ability to learn the use of other gas industry-specific programs for data entry.


3. Proficient keyboarding (typing) skills are required.


4. Ability to set up and maintain all required filing systems.


5. Thorough knowledge of section office practices and procedures.


6. Thorough knowledge of secretarial practice and procedures.


7. Thorough knowledge of Business English, spelling, arithmetic, vocabulary, and word processing.


8. Ability to maintain effective relationships with other employees and with the public.


9. Communication skills to effectively and clearly communicate verbally with the general public, co-workers, and supervisors.


10. Thorough knowledge of proper telephone procedures.

Supervision

Depending on the area of assignment: Field Operations Supervisor, Civil Engineer, Stores Safety Coordinator, or Gas Controller Operations Assistant will supervise.

Supervisor makes assignments; employee uses initiative in carrying assignments and handles most problems with assignments in accordance with the instructions or accepted practice. Unusual questions or problems are discussed or passed on to the supervisor.

Equipment/Tools Used

Standard office equipment such as computers, typewriters, copiers, phones, etc.

For similar job postings, applications may be used for up to ninety (90) days.

The City of Florence, Alabama is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities.