Secretary to the City Manager

Reports To: City Manager

FLSA Status: Non-Exempt

Salary $$44,431 - $70,098 + excellent benefits

JOB PURPOSE: Responsible for secretarial/personal assistant work for the City Manager. This work involves considerable contact with the public and rapid and accurate information technology skills. The employee exercises a high degree of discretion and independence of action in disposing of routine matters and in other public contact work. Work is normally carried out in accordance with general instructions and is reviewed by the City Manager through observation of results attained. ESSENTIAL FUNCTIONS

EXAMPLES OF WORK

• Ability to analyze, investigate, and resolve a wide range of requests for information or service
• Takes messages; arranges meetings and travel
• Prepares letters, memos, agendas, reports, and other correspondence from records or rough copy
• Processes invoices for payment in a timely fashion; keeps track of encumbrances and requisitions
• Processes city accident/liability claims
• Does payroll for Administrative and Legislative employees
• Assists other departments with administrative items as needed
• Acts as the city clerk in his/her absence
• Will serve as a notary
• Receives inquiries and assists guests, residents, and employees visiting City Hall
• Serves on the Safety Team and other teams and committees as needed
• Provides tours of City Hall, and displays knowledge of the City, the building, and history
• Performs other duties as required

KNOWLEDGE, SKILLS AND ABILITIES

• High level of technical ability with strong working knowledge of computer software programs such as desktop publishing, graphic design, website administration, and Microsoft office suite
• Willingness to accept new activities and changing assignments
• Considerable knowledge of writing and spelling
• Advanced knowledge of office practices, procedures, and equipment
• Ability to make decisions independently in accordance with established policies and procedures
• Ability to judge how to best meet the needs of a caller and to meet those needs courteously and effectively
• Ability to communicate courteously and establish and maintain effective working relationships with other city employees, city officials, and the general public
• Skill in rapid and accurate use of a computer
• Ability to balance and prioritize simultaneous calls
• Ability to be accurate and precise in written and verbal communications
• Ability to cope with interruptions in routine, adapting to current needs
• Ability to handle multiple tasks with accuracy and efficiency
• Ability to regularly handle confidential and sensitive information
• Ability to produce quality materials and assigned responsibilities with competing demands, changing priorities, and required timelines and work under pressure to meet deadlines
• Ability to establish and maintain effective working relationships with coworkers and the public, and gain the trust and cooperation of others to effectively communicate concepts and ideas
• Strong organizational, analytical, research, evaluation and problem-solving skills
• Ability to exercise a high degree of sound, independent judgment and work within established guidelines
• Ability to attend evening or weekend meetings as needed

PHYSICAL/VISUAL ACTIVITIES OR DEMANDS

• Sitting, talking, hearing, walking, reaching, stooping, bending
• Concentrated mental and visual attention with normal hand-eye coordination required
• Clarity of vision at 20 inches-corrected or uncorrected
• Ability to use the telephone, computers, copy machine, fax, printers, scanner
• Occasional moving of items up to 50-60lbs

ADDITIONAL HIGHLIGHTS

Position involves substantial public contact. Requires a positive and friendly image.

In addition to the pleasant personality, the person holding this position must have shown past excellent attendance and punctuality record; maintain confidentiality; experienced and proven executive secretarial skills; be a self-starter; work independently; be very thorough, accurate, and competent with details. Sets example for other city employees. Punctuality and cooperation is important. Appreciation of cooperative teamwork environment and willingness to be a team member. Shares work well as part of office team. Some flexibility in hours is helpful. Interest in developing new skills and acquiring knowledge is essential. Responsible for public image of University City government.