Written examination is scheduled for Tuesday, March 24, 2015.
This is secretarial and clerical work involving typing and varied secretarial responsibilities.
Incumbents are responsible for exercising independent judgment and action in carrying out a variety of clerical tasks in accordance with established administrative policies and practices. Work may involve taking dictation only occasionally as primary emphasis is placed upon relieving an administrative superior of operational details. While unusually important or complicated tasks may be reviewed, employees of this class must frequently develop and refine their own work routine and are expected to carry assignments through to completion. Directions are usually received in the form of suggestions or general guidelines. Employees may supervise clerical assistants engaged in routine office details.
Examples of Duties:
Essential Job Functions :
May transcribe machine dictation of correspondence, proceedings, meetings, memorandums, or other materials for supervisor’s review.
Interviews, screens, and greets visitors and directs them to the appropriate area or individual; may answer various inquiries personally; provides information on departmental services and functions.
Answers telephone, takes messages, screens calls, provides information to callers, receives citizen complaints, and directs calls and messages to appropriate person, explains service policies, procedures and rules to callers with questions regarding same.
Schedules appointments; arranges for accommodations or reservations, accepts and receipts payments, and keeps expense records of such activities.
Prepares board or commission agenda, attends meetings, keeps records and prepares draft of meetings.
Operates word-processing software to create documents, etc., such as, but not limited to, tables, reports, letters, speeches and other presentation materials, macros, charts, forms, camera-ready copy, graphics, synchronous columns, and specifies all variables to be used in same.
Enters information into computer; uses the computer system to retrieve a variety of daily, monthly and yearly reports, etc.; maintains routine financial records; proofs and corrects reports.
Composes routine letters or memoranda as response to routine mail, in-person, or phone requests for information or action.
Opens, reads, and routes incoming mail. Signs outgoing letters of a routine nature with the authorization of the supervisor.
Assists public, visitors, etc. in filling out forms, accepting and receipting payments, and providing assistance, if necessary.
May provide functional supervision and training of employees in performing clerical duties.
Keeps varied clerical records, prepares varied reports relating to department or division operation, and indexes and files office records.
Prepares and balances financial records and reports from a variety of materials.
Maintains financial records of personnel benefits and payroll or related records.
Processes invoices for supplies and materials bought by the department.
Makes copies of correspondence or other printed matter, using copying or duplicating machine. Orders materials and supplies for department.
Researches information from various sources and gathers information for supervisor.
Performs related work as required.
Must not pose a direct threat or significant risk of substantial harm to the safety or health of himself/herself or others.
Must be committed to a high standard of safety and be willing and able to comply with all safety laws and all of the City’s safety policies and rules and must be willing to report safety violations and potential safety violations to appropriate supervisory or management personnel.
Must maintain regular and acceptable attendance at such level as is determined by the City of Dothan.
Must be regularly available and willing to work at least 8 hours per day, 40 hours per week, or such other hours per day or hours per week as the City determines are necessary or desirable to meet its operational needs.
Must be available and willing to work such overtime per day or per week as the City determines is necessary or desirable to meet its operational needs.
Must be available and willing to work such weekends and holidays as the City determines are necessary or desirable to meet its operational needs.
Must be available and willing to travel to such locations and with such frequency as the City determines is necessary or desirable to meet its operational needs.
Must perform duties onsite, except those job duties which are customarily or by their nature performed offsite (such as offsite work meetings with City customers, clients or citizens, making deliveries to designated destinations, traveling to field offices to meet with subordinates or conduct training, etc.)
Important Job Functions:
Performs other related duties as required.
Off site work assisting with registration for programs, providing hospitality for visiting guests or tournament participants, receiving money for programs or events, etc.
Knowledge of:
Office practices and procedures.
Business English, spelling, punctuation, and arithmetic.
Office equipment, including computers.
Departmental rules, regulations, procedures, functions and ability to apply this knowledge to work problems.
The principles of office management and supervision, and ability to apply this knowledge to work problems.
Skill in:
Using a computer to accurately and rapidly enter and retrieve data and information.
Taking and transcribing dictation and in keying from rough draft or plain copy at a working rate of speed.
Mental and Physical Ability to:
Compose effective correspondence and deal with routine supervisory matters, such as assigning and reviewing work of others without recourse to a supervisor.
Keep complex clerical records and prepare accurate reports from varied statistical or accounting information.
Orient and train other clerical employees and interpret departmental policies and procedures to them.
Work independently on difficult or complex clerical tasks.
Deal with the public in a pleasant, but effective manner, and maintain effective working relationships with other employees.
Maintain confidentiality of records and information.
Qualifications:
Graduation from a standard senior-high school or GED equivalent, as recognized by the United Stated Department of Education (USDE) or Council on Higher Education Accreditation (CHEA), and
A minimum of two (2) years of responsible clerical experience.
Experience in the use of MS Word required, and experience in the use of Microsoft Office Suite is preferred.
A completed employment application to include, but not limited to, a detailed description of duties, month and year, and complete mailing address on each job listed.
Necessary Special Requirements :
Ability to type a minimum of 50 net words per minute. A typing test will be administered at time of application (See City of Dothan’s Typing Test/Retest Policy).
In an emergency and/or standby situation an employee in this position (Dothan Utilities) must be able to report to his/her regular work station in a maximum of 30 minutes from the time of notification. (PBA 01/09/95)
An employee in this position (Dothan Utilities) must possess a telephone within thirty (30) days after employment due to call out.
An applicant for this position is subject to various background investigations up to and including a criminal, credit, past employment, and reference checks. See City of Dothan’s Background Check/Investigation Policy.
Employees are required to submit to Drug and Alcohol testing in accordance with the City of Dothan policy which includes pre-employment and random tests for the duration of employment in this position. (PBA 08/13/12).
Must meet City of Dothan’s employment physical standard which includes drug/alcohol testing.
Application/Examination:
Written examination for the position of Secretary is scheduled for Tuesday, March 24, 2015. Note: An applicant on vacation, military leave (unless covered under USERRA), etc., is responsible for attending the examination on the date scheduled.
The content areas of the written examination, for the position of Secretary, includes the following:
Editing (Spelling, Punctuation, and Grammar)
Vocabulary
Reading and Understanding Written Information
Numerical Skills
Alphabetize, File, and Code Information
You will be allowed 1 hour, 50 minutes for completion of the examination. The exam will take place in the Civic Center.
Please advise us at the time of application if you will need assistance and or accommodation to take this examination by emailing jobs@dothan.org .
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