Secretary to City Council

City of Omaha; Fort Wayne, Omaha (IN, NE); On-site; USD 58,000 - 80,000; Full time

Job summary

An established industry player is seeking a skilled administrative professional to support the City Council. This role involves managing office functions, providing administrative support, and ensuring quality control of communications. The ideal candidate will possess strong decision-making abilities, exceptional communication skills, and a solid understanding of public administration. Join a dynamic team where your contributions will directly impact municipal operations and community engagement. If you are detail-oriented and thrive in a collaborative environment, this opportunity is perfect for you.

Benefits

Paid Vacation

Health Insurance

Dental Insurance

Pension Plan

Paid Sick Leave

Paid Holidays

Qualifications

• High school graduation or equivalent with three years of relevant experience.
• Bachelor's degree preferred for additional qualifications.

Responsibilities

• Manage office functions, including procurement and IT coordination.
• Oversee quality control of communications and maintain records.
• Coordinate City Council meetings and prepare necessary documents.

Skills

Business English

Office Management Principles

Public Administration Knowledge

Typing Skills

Research Techniques

Decision Making

Communication Skills

Confidential Record Maintenance

Relationship Management

Attention to Detail

Education

High School Graduation

Bachelor's Degree (Preferred)

Job description

Posting Type: Open Competitive

Work Type: Full Time

Nature of Work: This is skilled administrative work for the City Council. Work includes office management, administrative support for City Councilmembers and Council Staff, quality control of department communications, independent projects, and providing support to Council-created boards and committees. An employee in this classification works with considerable independence, making decisions based on independent judgment, experience, and knowledge of city and departmental policies, under general supervision from the City Council Chief of Staff.

Education and Experience: The knowledge, skills, and abilities may be acquired through, but are not limited to, the following combination of education and/or experience.

High school graduation or equivalent

AND

Three (3) years of progressively responsible professional, administrative, or high-level clerical experience in municipal, county, state or federal government or in a comparable private sector or not-for-profit organization.

Bachelor's degree preferred.

Special Qualifications:

Must pass a typing test with a net accuracy of at least forty (40) words per minute with 90% accuracy at the time of application.

The typing test is accessible at https://omahahr.typingtestpro.com/test?id=u9f2f1j5

Pay Range: $58,115.20 with step increases to $79,248.00 Annually

Benefits: Forty-hour work week. Paid leave per year: twelve days vacation; five days management; fifteen days sick; and fourteen holidays. Employee's group health insurance, including major medical, vision, and dental, for individual or family. Defined benefit pension plan, plus Social Security, and more. See hr.cityofomaha.org for detailed information.

Who Can Apply:

Any person who meets the qualifications and other requirements described in this posting.

How to Apply: Completed City of Omaha employment applications must be submitted using the online application from the City website. It is the sole responsibility of the applicant to check and ensure that any and all required application materials and supplemental forms are received by the City of Omaha Human Resources Department by the stated deadline. You may confirm receipt of any materials and forms by contacting the Human Resources Department. If the materials are not received in the Human Resources Department by the stated deadline, they will not be considered. There will be no exceptions to this rule.

Examination Information:
The examination will consist of a training and experience form designed to assess job-related knowledge, skills, and abilities of the position. The training and experience form will be sent to qualified candidates after their application is reviewed by a recruiter and accepted to test for the position. The form must be completed and returned to the Human Resources Department by May 29, 2025 (passing score 60%). Of the candidates who pass the training and experience form, the top-scoring candidates will be invited to participate in a structured interview (passing score 60%). Final eligibility list will be an overall score with the training and experience form weighted 50% and the structured interview weighted 50%.

Veteran Points: To claim five (5) points for veteran's preference, you must submit proof of service (such as a DD-214) that includes the date of induction, date of honorable separation, and Social Security number. (You must have completed more than 180 consecutive days of active duty.) To receive an additional five (5) points credit for disability, you must submit proof of eligibility from the United States Department of Veterans Affairs dated within the last 12 months. This information must be submitted to the Human Resources Department by May 21, 2025.

Required Knowledge, Skills, and Abilities:

• Knowledge of business English, spelling, punctuation, and grammar.
• Knowledge of the principles of office management, including office procedures, clerical techniques, record keeping, and report compilation methods.
• Knowledge of basic public administration functions and the structure and function of municipal government.
• Knowledge of and ability to operate a computer or other technology using standard or customized computer or systems software applications appropriate to the assigned tasks.
• Knowledge of basic investigative and research techniques.
• Ability to make decisions on the basis of policies, laws, and regulations.
• Ability to compose letters, tabulations, memoranda and other documents,maintain and gather information and compile reports.
• Ability to exercise good judgment, courtesy and tact in receiving callers and visitors.
• Ability to communicate to answer questions and respond to complaints.
• Ability to understand oral or written instructions.
• Ability to learn and adapt to advances in computer and electronics device technology and software.
• Ability to communicate effectively, orally and in writing.
• Ability to maintain confidential departmental records.
• Ability to establish and maintain effective working relationships with associates, elected officials and members of the general public.
• Ability to plan and manage personal and team project workloads.
• Ability to interpret, explain and apply department and organization rules, regulations, and procedures.
• Ability to perform assignments with accuracy and attention to detail.
• Ability to adhere to safety policies, procedures and guidelines.
• Ability to type 25% of the time.
• Ability to sit from 76 to 100% of the time; to stand and walk from 26 to 50% of the time; and reach, bend, stoop, push and pull up to 25% of the time.
• Ability to move objects weighing up to ten (10) pounds 0 to 33% of the time.

Essential Functions: Any one position may not perform all of the duties listed, nor do the listed examples include all of the duties that may be performed in positions allocated to this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

• Coordinates all office management functions, including: accounts payable, procurement of supplies and equipment, travel planning and coordination of all IT, equipment maintenance, and facility issues.
• Oversees quality control, distribution and retention of all office written communications, including Committee meeting summaries, correspondence to state legislators, media releases, requests to the City Law Department, confidential memoranda, and general correspondence.
• Coordinates the City Council meetings and scheduling, including legislative committee meetings, individual or group meetings with the Mayor, constituents, lobbyists, city department representatives, outside agencies, and neighborhood groups.
• Maintains and updates the City Council website.
• Researches and prepares City Council proclamations and other recognition awards.
• Coordinates Street Vacations Committee, including Committee review and related communications.
• Provides support to the Cable Television Access Corporation board, including scheduling, preparing agendas and minutes and preparing background documentation.
• Researches and responds to open records requests.
• Coordinates tourism grant process, including public notices and related communications.
• Assists with intake and resolution of constituent complaints.
• Assists with annual department budget preparation.
• Assists with Council Staff review of city budget.
• Performs research and prepares reports for Councilmembers and Council Chief of Staff as assigned.
• Maintains regular job attendance in accordance with a schedule established for the position by the supervisor.
• Performs other related duties as assigned or as the situation dictates within the scope of this classification.

Conditions of Employment: Candidates must provide proof of U.S. citizenship or proof of permanent residence or authorization to work. The City of Omaha reserves the right to conduct criminal history, driving record, reference and credit checks and a background investigation on applicants for employment. Successfully passing a criminal background review, reference check, and if applicable, a credit check, is required as a condition of employment. If applicable, the City will require that you successfully pass a review of the driver's license, driving abstract, a pre-employment drug test, a hearing test and a back screening examination as a condition of employment. Failure to provide the information requested in the application process in a truthful, accurate and complete manner may result in disqualification, revocation of conditional employment or termination.

Reasonable Accommodation: The City of Omaha does not discriminate on the basis of disability. If you need a disability-related accommodation during the job application or selection process, advise the Human Resources Department at least 48 hours prior to the need by emailing [e-mail].

For a complete description of this job classification, visit hr.cityofomaha.org

Contact Points:

City of Omaha Human Resources Department
1819 Farnam St, Suite 506
Omaha, NE 68183

Phone: [phone]
Fax: [phone]

Website: hr.cityofomaha.org
Email: [e-mail]