Secretary, Senior

City of Tuscaloosa•Tuscaloosa, AL

About The Position

The Senior Secretary performs advanced secretarial, administrative, and accounting functions for the director and staff of an assigned department. The role prepares and processes administrative, legal, personnel, and financial documents; maintains departmental personnel files and records; processes service payments; and produces correspondence, reports, schedules, tables, and other departmental materials. It also supports department operations by coordinating meetings and training, assisting staff and the public, maintaining office supplies and equipment, conducting special projects, and providing secretarial and clerical coverage. The position requires use of automated office equipment and the ability to handle administrative data, communicate with coworkers and the public, prepare accurate written materials, perform basic calculations, follow procedures, and make independent judgments when supervision is unavailable. Physical demands are at the sedentary-work level.

Requirements

High school diploma or GED.
Three years of administrative or secretarial experience, or experience in a related field; public-sector experience is preferred.
Must possess and maintain a valid driver's license.
Ability to operate automated office equipment, including a telephone, computer, printer, copier, calculator, facsimile machine, and postage meter.
Ability to compare and judge information in forms, reports, cash receipts, and administrative documents.
Ability to communicate administrative information with coworkers and the general public, and to receive assignments and directions.
Ability to read administrative documentation, directions, instructions, methods, and procedures, and to prepare accurate reports and forms using correct format, punctuation, spelling, and grammar.
Ability to speak clearly and confidently, explain procedures, record and deliver information, and follow verbal and written instructions.
Ability to perform basic arithmetic, including addition, subtraction, multiplication, division, and calculating percentages.
Ability to learn clerical principles and techniques, understand departmental policies and procedures, make independent judgments when supervision is absent, and acquire knowledge related to the role.
Ability to coordinate hand and eye movements when using office equipment and to handle equipment and controls with manual dexterity and above-average eye/hand/foot coordination.
Ability to relate to people beyond giving and receiving instructions and to adapt and perform under minimal stress during emergencies.
Ability to speak and hear to exchange ideas and perceive sounds.
Physical demands are at the level of sedentary work.

Nice To Haves

Vocational diploma in Secretarial Science.
Administrative or secretarial experience in a public-sector environment.

Responsibilities

Prepare administrative, legal, personnel, and financial documents, including purchase orders, time sheets, work orders, calendars, expenditure and invoice documents, and travel requests; obtain approvals and distribute documents for processing.
Process incoming payments for department services, issue receipts, record payments, enter and review data, correct errors, and reconcile receipts with applicable reports.
Maintain departmental personnel files and compile payroll and duty rosters, injury reports, and phone lists; complete applications and process forms while ensuring required documents are on file.
Maintain departmental records; receive, copy, distribute, review, process, and respond to correspondence, memoranda, logs, and reports; file and retrieve records from electronic and manual systems.
Compose, record, transcribe, edit, and type correspondence, memoranda, and reports; prepare forms, schedules, statistical and accounting reports, notices, rosters, lists, and mailing materials.
Conduct research, gather data, and compile tables and summaries for statistical reports and budgets; prepare departmental materials for supervisors, city departments, government agencies, and organizations.
Train department and city personnel on computer applications, schedule outside training, perform and verify regular computer backups, and help troubleshoot system problems.
Schedule meetings, record meeting details, and ensure involved parties are notified in a timely manner.
Answer and screen telephone calls; assist walk-in customers; respond to public inquiries, problems, and complaints; and provide information about department operations and services or refer matters to staff.
Monitor office supplies, equipment, and departmental forms; prepare purchase requisitions for approval and processing; and schedule and coordinate equipment servicing.
Assist with special projects and relieve secretarial and clerical staff.
Consult operating procedures, policies, regulations, standards, and reference materials; attend meetings, seminars, and training to maintain knowledge and improve job performance.
Perform other related duties as required and accomplish essential functions in a timely manner, with or without reasonable accommodations.