Administrative Secretary (Dothan Utilities)

City of Dothan•Dothan, AL

9d•Onsite

About The Position

This position performs advanced administrative, secretarial, payroll, personnel, financial, and office management functions in support of Dothan Utilities. The position coordinates a wide variety of administrative activities, provides customer service to internal and external stakeholders, and assists with payroll, purchasing, personnel processes, meetings, training, and departmental operations.

Requirements

Graduation from a standard senior-high school or GED equivalent, as recognized by the United States Department of Education (USDE) or Council for Higher Education Accreditation (CHEA)
Two (2) years recent experience in responsible secretarial work
Six (6) months recent work experience using Microsoft Office Word, Outlook, and Excel
A valid driver license and an acceptable driving record.
Ability to type a minimum of 30 net words per minute.
Ability to report to workstation in a maximum of 30 minutes from the time of notification in an emergency and/or standby situation.
Subject to various background investigations up to and including a criminal, credit, past employment, and reference checks.
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.
Must meet the City of Dothan’s employment physical standard, which includes drug/alcohol testing.

Nice To Haves

Six (6) months recent work experience using Microsoft Office PowerPoint

Responsibilities

Composes, prepares, edits, and formats correspondence, resolutions, ordinances, contracts, meeting agendas, minutes, memoranda, reports, spreadsheets, presentations, forms, charts, and other documents using a variety of computer software applications.
Assists with departmental payroll and personnel administration by preparing, maintaining, and organizing payroll and personnel records, including employee records, leave records, personnel actions, timekeeping documentation, confidential files, databases, electronic filing systems, and related documentation.
Works with the Personnel Department and other staff members to prepare job postings, contacts candidates and schedules interviews, writes notes during interviews, assists with preparing selection memos, and handles other hiring coordination efforts.
Maintains departmental calendars and schedules meetings, appointments, interviews, training sessions, conferences, special events, and other departmental activities, including reserving facilities, preparing meeting materials, coordinating registration, arranging catering and refreshments, and processes related reimbursement requests.
Maintains confidential personnel files, departmental records, databases, and electronic filing systems by indexing, recording, filing, and organizing records to ensure accurate recordkeeping.
Maintains confidentiality of personnel, payroll, financial, legal, and other sensitive departmental information.
Coordinates employee travel arrangements, including transportation, lodging, registrations, itineraries, expense documentation, and reimbursement requests.
Receives, sorts, distributes, and processes incoming and outgoing mail, packages, and electronic correspondence; prepares mass mailings and coordinates shipping services.
Prepares check requests, processes reimbursements, deposits funds received, and enters data into financial information system.
Maintains departmental contact lists, emergency notification lists, and organizational records.
Serves as the primary receptionist by greeting visitors, answering multi-line telephones, directing calls, responding to inquiries, and providing information and assistance to employees, customers, contractors, vendors, and the public.
Serves as the department representative for various committees, organizations, programs, and special initiatives.
Coordinates departmental administrative projects and purchasing activities, including coordinating with vendors regarding quotations, purchases, deliveries, and invoices, in accordance with City of Dothan purchasing policies and the State of Alabama Bid Law.
Coordinates employee recognition events, meetings, and public outreach activities.
Assists with emergency response and storm restoration administrative support, including maintaining on-call schedules, and communicating operational information.
Assists in compiling documentation supporting emergency response activities, FEMA reimbursement requests, and disaster recovery reporting.
Performs related duties.