Secretary - Part Time

City of Henderson Kentucky•Henderson KY 42420, KY

6d•Onsite

About The Position

The purpose of this classification is to provide secretarial support to assigned department. Duties include, but are not limited to, answering telephones, greeting visitors, typing correspondence and reports, maintaining files, and performing a variety of data entry tasks. The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Requirements

High school diploma or GED
one (1) year previous experience and/or training involving secretarial and clerical work required
Must possess and maintain a valid driver’s license.
Typing/keyboarding speed of 30 w.p.m. is required.

Nice To Haves

college level course work or vocational training in secretarial and computer skills preferred

Responsibilities

Types or prepares a variety of correspondence, reports, memoranda, labels, envelopes, schedules, purchase requisitions, citations, forms, and related materials; processes, makes copies, files, or transmits as appropriate; may take and transcribe dictation.
Answers telephones and greets visitors; provides information, takes/relays messages, or directs calls/visitors as appropriate.
Transmits outgoing faxes and distributes incoming faxes daily.
Organizes and maintains hard copy and computerized files; files reports, logs, correspondence, and related documents; retrieves, updates, and purges files as needed; boxes old files for storage; reviews and audits a variety of data entries and generates reports from data.
Processes payables and receivables documentation and maintains related files; prepares, audits, and/or files purchase orders, purchase requisitions, invoice requisitions, claims vouchers, and invoices; copies sales orders and transmits as appropriate; dispatches service personnel.
Performs a variety of data entry tasks.
Receives and files a variety of faxes, reports, correspondence, forms and related documents for storage and reference; researches and pull computerized files as requested.
Operates a wide variety of office equipment in the performance of duties, such as a computer, copier, facsimile machine, and shredder.
Collects data for payroll preparation, audits payroll forms, logs and updates data as appropriate and files related forms.
In Police department, prepares warrants/summons and transmits or files as appropriate.
In Police department, sorts and distributes incoming mail.
In Police department, enters data from uniform citations, courtesy notices, administrative citations, parking tickets, bicycle licenses, assembles citation printouts and transmits as appropriate.
In Police department, provide clerical support to the Crime Analyst/Record Technician when requested.
In Codes, provides clerical and secretarial assistance types code complaints, purchase requisitions, claims vouchers, invoice requisitions, and zoning violation letters, records inspection and re-inspection dates, compliance dates, and related records.
In Codes, may receive payments and balance cash drawer; may distribute petty cash funds and writes receipts as needed.
In Codes, maintains construction inspection records, enters inspections into software, and prepares Certificate of Occupancy as needed.
In Codes, receives residential inspection requests and notifies appropriate personnel for dispatch.
In Codes, maintains contractor records and updates changes in address, phone numbers, email, Workers’ Compensation and other necessary information.
In Codes, reviews, corrects and forwards all reports, code complaints, and violation letters, or related documentation prepared by clerical staff.
In Codes, prepares materials for the Board of Zoning Adjustment and Board of Appeals – Housing and Buildings, including but not limited to agendas, public notices, minutes, letters to applicants and adjacent property owners, and land use restrictions; attends Board meetings as necessary.
In Codes, provides assistance to the Community Development Specialist with processing applications for housing assistance and with maintaining client files.
In Codes, receives, and processes complaints received from the online Request Tracker and communicates with the Complainant until the issue is resolved.
In Gas department, coordinates requests for lighting pilot lights, pressure and leak checks, gas service inspections, check repairs, read ins, reconnects, or any other gas related issues.
In Gas department, received computerized 8-1-1 locate requests and dispatches appropriate personnel.
In Gas department, provides support for supervisors, employees, and the public, supporting needs and requests.
In Gas department, works with 9-1-1, the public, customer service and gas customers on reported gas leaks or other gas related issues.
In Gas department, navigates the customer and meter card and work order databases to update and relay information as needed.
In Gas department, supports and backups inventory clerk.
In Gas department, collects, records, and tracks temporary gas services, red tags, and any door tags pertaining to gas related issues.
In Gas department, coordinates, records, and tracks appropriate training for gas department personnel.
Maintains supply inventory, orders and/or picks up supplies when necessary.
Maintains regular and predictable in person attendance during regular City business hours is required.
Must undergo and successfully complete drug test and alcohol screening prior to employment and undergo and successfully complete future drug test and/or alcohol screening pursuant to the City’s Drug and Alcohol policy.
Operate a two-way radio in performance of duties.
Prepares payroll.
Serves as courier when requested.
Performs other related duties as required, necessary, or assigned.