Secretary - WW Moore Detention Home

Provide clerical support to the department; answers the phone and takes messages; answers questions; provides assistance and information; processes requests for services; prepares reports and payment requests; prepares meeting minutes and completes related clerical tasks.

The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

• Performs clerical duties for the department by reviewing and filing investigation documents; maintaining inventory and ordering supplies; notarizing documents; preparing personnel action forms; revising past data entries and updating reports; handling incoming and outgoing mail; managing the department calendar and event reminders; maintaining an efficient and accurate filing system; overseeing the preparation of payroll; reviewing time sheets and completing required paperwork; providing support to various department programs; distributing information; attending local and state meetings; participating in training sessions needed for specific programs; and composition of correspondence as requested/needed.
• Provides customer service by receiving and relaying all messages and calls; distributing faxes and inter-office mail; greeting walk-ins and responding to customer questions; directing visitors to appropriate personnel or departments.

ADDITIONAL DUTIES

• Processes documents, payments and invoices, entering data, maintaining inventories, opening and distributing mail, interacting with customers and vendors, filing, and maintaining department records.
• Performs additional duties as assigned.

Education and Experience
Post-secondary study or training such as community college, vocational, business, technical school and one year of experience in clerical, administrative or office support work.

An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above

Certifications/Licenses

• Valid Drivers License with acceptable driving record according to City Criteria
• Active commission as a Notary
• VCIN Certification
• CPR/First Aid/AED

Job Knowledge
General knowledge of the work: intermediate knowledge to perform most work in normal situations. Comprehension of standard situations and includes knowledge of most of the significant aspects of the subject.

Reading
Intermediate: Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and reference materials.

Writing
Intermediate: Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.

Math
Intermediate: Ability to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions, and measurement.

Communication Skills
Provides basic information to others outside direct reporting relationships on procedures or general policies. Contact may require the consideration of different points of view to reach understanding and gain cooperation and acceptance of ideas.

Independence and Decision-Making
Normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices. The assignment is usually reviewed frequently.

Technical Skills
Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization.

Fiscal Responsibilities
Prepares accounting, budget, employment actions, purchasing documents; and does research to justify language used in documents for a unit or division of a department.

Supervisory Responsibilities
No responsibility for direction or supervision of others.