Senior Secretary-Public Works

City of Danville•Va 24540, VA

11d•Onsite

About The Position

Provides advanced clerical assistance and support to management, departments, City Council, and city residents. Prepares skilled clerical work in preparing departmental documentation and correspondence with other departments, businesses, agencies, media, and the public; coordinates and schedules meetings; maintains the departmental subject files and website; and ensures timely renewal of the department’s permits, licenses, subscriptions, fees, and agreements. Provides administrative support directly to the director and will be independently responsible for multiple administrative processes of the department. The City retains the discretion to add to or change the duties of the position at any time. Provides clerical support for the department by generating departmental reports, memos, and letters for the director and division directors as needed; typing, updating, modifying departmental agreements and contracts as requested; and corresponding with other departments, businesses, agencies, media, citizens and the public. Prepares City Council letters, ordinances, resolutions and other related documentation for the department into the Civic Clerk software by ensuring accuracy of information and proper formatting. Processes subscriptions, memberships and permit renewals and assists with preparation of grant application requests as requested, by ensuring all deadlines are met and maintaining records. Processes travel requests and reimbursement documentation, assisting employees with travel arrangements as needed; maintains travel records. Coordinates and maintains records for the department’s safety shoes and prescription safety glasses program. Schedules meetings and maintains various calendars; prepares conference room for meetings. Takes and transcribes minutes, posts agendas, minutes and reports. Maintains department filing system and office supplies. Provides emergency response during severe weather (snow, floods, and storms).

Requirements

High School Diploma or GED supplemented by six months to one year of post-secondary study or training: e.g. vocational, business, technical school.
One to two years of experience.
Valid Driver’s License with acceptable driving record according to City Criteria.
Active commission as a Notary.
Intermediate knowledge to perform most work in normal situations.
Comprehension of standard situations and includes knowledge of most of the significant aspects of the subject.
Ability to read literature, books, reviews, scientific or technical journals, abstracts, financial reports, and/or legal documents.
Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.
Ability to deal with a system of real numbers; and practical application of fractions, percentages, ratios/proportions and measurement.
Requires providing basic information to others outside direct reporting relationships on procedures or general policies.
Contact may require the consideration of different points of view to reach understanding and gain cooperation and acceptance of ideas.
Normally performs the job by following established standard operating procedures and/or policies.
There is a choice of the appropriate procedure or policy to apply to duties.
Performance reviewed periodically.
Work requires advanced skills and knowledge in approaches and systems, which affect the design and implementation of major programs and/or processes organization wide.
Independent judgment and decision-making abilities are necessary to apply technical skills effectively.
Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
Regular and predictable attendance is expected.
Requires adequate vision, hearing and talking to use a computer, telephone and communicating effectively with others.

Nice To Haves

An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

Responsibilities

Provides advanced clerical assistance and support to management, departments, City Council, and city residents.
Prepares skilled clerical work in preparing departmental documentation and correspondence with other departments, businesses, agencies, media, and the public.
Coordinates and schedules meetings.
Maintains the departmental subject files and website.
Ensures timely renewal of the department’s permits, licenses, subscriptions, fees, and agreements.
Provides administrative support directly to the director and will be independently responsible for multiple administrative processes of the department.
Generates departmental reports, memos, and letters for the director and division directors as needed.
Types, updates, and modifies departmental agreements and contracts as requested.
Corresponds with other departments, businesses, agencies, media, citizens and the public.
Prepares City Council letters, ordinances, resolutions and other related documentation for the department into the Civic Clerk software.
Processes subscriptions, memberships and permit renewals.
Assists with preparation of grant application requests.
Processes travel requests and reimbursement documentation.
Assists employees with travel arrangements as needed.
Maintains travel records.
Coordinates and maintains records for the department’s safety shoes and prescription safety glasses program.
Schedules meetings and maintains various calendars.
Prepares conference room for meetings.
Takes and transcribes minutes, posts agendas, minutes and reports.
Maintains department filing system and office supplies.
Provides emergency response during severe weather (snow, floods, and storms).
Provides minor technical support for supervisors.
Assists walk-in customers.
Dispatches and answers telephone.
Performs additional duties as assigned.