Secretary, Senior

City of Tuscaloosa•Tuscaloosa, AL

About The Position

The purpose of this classification is to perform a variety of advanced secretarial, administrative, and accounting functions for the director and staff of assigned department. Essential Functions The following duties are normal for this classification. The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Specific duties listed may not be required for all positions within this classification, but are determined by the normal requirements for the particular position.

Requirements

High school diploma or GED required, vocational diploma in Secretarial Science preferred
Three years of administrative or secretarial experience or a related field, preferably in a public sector environment.
Must possess and maintain a valid driver's license.

Responsibilities

Prepares administrative, legal, personnel and financial documents, specifically: purchase orders, time sheets, work orders, calendars, expenditures and invoices, and travel requests; obtains approvals; distributes documents to appropriate city departments for processing.
Processes incoming payments for department services; issues receipts; records payments; enters data into computer; reviews data to ensure accuracy and corrects any errors detected; reconciles receipts with applicable reports.
Maintains departmental personnel files; compiles payroll and duty rosters, injury reports, phone lists; and completes applications; processes forms to appropriate personnel, departments, or other agencies; ensures copy of all required documents are in file.
Maintains departmental records; receives, copies and distributes documentation, specifically: correspondence, memoranda, logs, and reports; reviews, processes, responds, and/or takes other action; files and retrieves records, data and documents from comprised and manual filing systems.
Composes, records, transcribes, edits, and types correspondence, memoranda, and reports; compiles and completes standard administrative forms, schedules, statistical tables, activity reports, and accounting reports pertaining to department operations; generates and types correspondence, notices, rosters, lists, and materials for processing and mailing; types address labels; stuffs envelopes; mails documents.
Conducts research, gathers data and compiles tables and summaries for statistical reports and budgets; prepares and summarizes departmental lists, reports and forms for supervisors, city departments, state or federal government agencies, and organizations.
Conducts training to department/city personnel on computer applications; schedules additional outside training; completes computer backup on a regular basis and verifies successful backup; assists city personnel with troubleshooting system problems.
Schedules meetings; records meeting date, time, and location; ensures all involved parties are notified in a timely manner.
Answers and screens telephone calls; assists walk-in customers; greets and responds to inquiries, problems and complaints from the general public and forwards to other staff members; provides information to the general public regarding department operations and services.
Monitors and processes office supplies, office equipment, and departmental forms to ensure adequate inventory; compiles and types purchase requisitions; forwards completed requisitions for approval and processing; schedules and coordinates service on office equipment on a regular basis to maintain optimum operation of equipment.
Assists with special projects.
Relieves secretarial and clerical staff.
Refers to department operating procedures, administrative policies and procedures, regulations and standards, reference manuals and sources in performing assigned job duties; attends meetings, seminars and training sessions to remain knowledgeable of departmental operations and to promote improved job performance.
Must accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner.
Performs other related duties as required.