A Secretary performs office administrative work and provides administrative assistance to an office staff. Organizes files and assists with record keeping and data base management. Manages office calendars and helps to organize office workflow. Provides administrative support for reports and budgets. Documents office expenses. May handle phone inquiries. May help to arrange travel for office staff.
City of Evansville - 3.4 Evansville, IN Job Details 9 hours ago Qualifications Computer operation Database systems Phone communication Word processing Spreadsheets Copy machines English Desktop applications Multi-line phone systems Typing Productivity software Grammar Experience Physical document handling File organization Office record organization Full Job Description
BPW SECRETARY
Incumbent serves as secretary to the Board of Public Works and to the Executive Director of the Department of Transportation and Services and staff. DUTIES Type and distribute agenda for the Board of Public Works meetings. Upload to City website. Attend weekly meetings of the Board of Public Works. Upon completion, incumbent will record, transcribe and type meeting minutes. Distribute approved documents from the Board of Public Works to various departments, including distribution of barricades, road signs, road closure, etc. Type departmental correspondence for the Executive Director/ Deputy Director of the Department of Transportation and Services. Maintain necessary departmental files for the Department of Transportation and Services and Board of Public Works. Investigate complaints and other information for the City law department, City insurance carrier, the general public, etc. Look up information for governmental units, public, etc. from Board agendas. Process and keep track of paperwork concerning bid and performance bonds, checks from bids and bonds deposited in Finance Department pertaining to the Board of Public Works and Departmental functions. Process and enter CenterPoint billings for department. Performs other related duties as assigned.
JOB REQUIREMENTS
Knowledge of standard office equipment and computer programs; including keyboards, computer and computer software (i.e. Word, Excel, Munis, spreadsheets, and database), calculator, copier, and multi-line phone. Must be able to pay attention to detail and have ability to organize, prioritize and coordinate information. Ability to use standard office procedures and filing systems in maintaining department records. Must be able to keypunch and type with accuracy. Must be able to communicate through verbal, listening and written communication with other office staff, supervisors, City employees, governmental entities and with the general public. Knowledge of and ability to use proper English grammar, punctuation and spelling.
DIFFICULTY OF WORK
Incumbent receives work assignments from supervisor and work is reviewed upon completion. Work consists of moderately complex to complex standardized tasks of customary secretarial and standard office procedures. Errors in decision or work are readily detected and corrected through supervisory review or by other means. Errors could lead to embarrassment by the Board of Public Works, Department of Transportation and Services and minor inconvenience to the public.
PERSONAL WORK RELATIONSHIPS
Incumbent must deal tactfully and courteously with co-workers, governmental officials and the general public to provide and receive factual information concerning the Board of Public Works minutes, citizen complaints, etc. under sometimes stressful situations. Must have a pleasant personality.
PHYSICAL DEMANDS AND WORK ENVIRONMENT
Incumbents perform duties in a modern office environment with no unusual physical demands. Incumbents are normally seated, walking around or bending to file records.
