Secretary

City of Casa Grande•510 E. Florence Blvd. Casa Grande, AZ

About The Position

Under general supervision, the Secretary performs a wide variety of secretarial work and public contact for an assigned department and/or division. The employee may use some independent judgment based on knowledge gained through experience in performing responsible duties. The position is currently assigned to the Planning and Development Department, but may also be used to fill future vacancies in other divisions. The listed duties are representative, not comprehensive. The incumbent may not perform every listed duty and may be assigned additional position-specific duties. The City may change this job description as needed; it does not constitute an employment agreement. The City does not hire at the top of the range, though a candidate may start above the beginning of the range depending on qualifications.

Requirements

High school diploma or GED equivalent.
Two years of clerical and computer experience.
Knowledge of City policies and procedures; administrative regulations, policies, and procedures; word processing, database, and spreadsheet software applications; and principles of record keeping, records retention, and records management.
Ability to read, understand, and apply Department policies and procedures; perform data entry and mathematical calculations; operate a personal computer with a variety of business software; assist customers within the area of focus; and communicate effectively orally and in writing.

Responsibilities

Compose correspondence in accordance with standard policies.
Answer telephone calls; interview and screen callers; respond to inquiries; explain policies and procedures; provide information and technical assistance; and advise internal and external customers on applicable policies, procedures, or standards.
Arrange appointments and maintain office files.
Review and check documents, records, and forms for accuracy, completeness, and conformance to applicable rules and regulations; assist customers with submittals and determine whether to forward them to appropriate staff for further review and approval.
Prepare, type, and proofread correspondence, technical documents, forms, records, and reports.
Research files and records and maintain databases.
Collect and compile statistical and financial data and other information for special and periodic reports.
Maintain office supply inventories and order or stock supplies or equipment as needed.
Act as secretary to City boards or commissions by recording and transcribing meeting proceedings.
Enter data into computer systems; process transactions; compile documentation; and generate reports using word processing and spreadsheet software.
Respond to information requests within the scope of authority and process responses to customers regarding public records requests.
Perform other duties as assigned or required.