Secretary I - City Clerk's Office

City of Ames•50010, IA

13d•Onsite

About The Position

The City of Ames, City Clerk's Office, has an exciting opportunity as a Secretary I position, which provides support to the City Clerk, Mayor, City Council, and City Manager's Office. Under general supervision, the Secretary I also provides full administrative support for a division or department manager including boards and commissions; performs related work as required. This position provides support to the Mayor, City Council, members of the Administration Division of the City Manager's Office, and serve as back up for the City Clerk, as needed, while routinely managing complex clerical assignments and projects. This includes reviewing, approving, and issuing City Licenses and Permits, and preparation and managing public improvement, equipment, and services contracts from initiation to completion. There is extensive public contact for the Secretary I and is responsible for preparing Council Resolutions, publishing Legal Notices for plans, specifications and ordinances; and processing all public improvement contracts after every Council meeting. The Secretary I may serve as the recording secretary to City Council meetings. The ability to multi-task under pressure due to deadlines and requests from internal and external customers is paramount to achieving success.

Requirements

Some post-secondary education or training in administrative science, office management or business
Two years of full service administrative or office management experience including at least one year using a major word processing software package
Experience working with and protecting confidential information
Strong attention to detail
Exceptional customer service
Ability to type a minimum of 40 net words per minute

Nice To Haves

Support staff experience
Experience working for a municipality
Experience posting professional website content
Type 60+ WPM

Responsibilities

Manages the office for and provides administrative support for a division or department; greets and screens visitors and screens telephone calls; schedules appointments; makes meeting and travel arrangements; maintains inventory of office supplies; completes forms and documents to effect internal City transactions.
May serve as the recording secretary to a board or commission; participates in compiling agenda items; prepares and distributes board packets; takes and transcribes minutes; notifies appropriate individuals, groups or agencies regarding board actions; maintains manual and/or automated historical record of board actions.
Composes and types correspondence, which requires a comprehensive understanding of departmental programs, operations and regulations, and the use of several software programs.
Develops and maintains an effective and efficient office filing system.
Exercises discretion and independent judgment in applying policies and procedures to division, department, or organization-wide situations; assists department or division manager in handling sensitive and confidential matters.
Reviews, approves, and issues City Licenses and Permits.
Prepares and manages public improvement, equipment, and services contracts from initiation to completion.
Prepares Council Resolutions.
Publishes Legal Notices for plans, specifications and ordinances.
Processes all public improvement contracts after every Council meeting.