JOB
Appointed by the Mayor in consultation with the Administrative Assistant, the Administrative Secretary I under the immediate supervision of the Evans Center Recreation Supervisor is responsible for providing secretarial services to a unit of City government. The incumbent greets visitors to public buildings, answers and directs telephone calls, provides answers to basic questions citizens or other visitors may ask and occasionally provides back up services to clerical and support personnel in departments. The incumbent assists citizens in obtaining basic, routine services (such as yard sale permits) and assists city departments in basic, routine contacts with outside vendors. The incumbent is responsible for the accuracy of their work products involving execution of variable procedures and processes. The Parks and Recreation Administrative Secretary I shall be chosen solely on the basis of their executive and administrative qualifications in the profession and as shown by the adequacy of his/her technical training and their successful experience. Associate degree in business management, or directly related field preferred; two (2) years of office management experience preferred; completion of secondary education or equivalent, or; any equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities. Has proven ability in oral and written communications. Has the ability to establish and maintain effective working relationships with public officials, civic leaders and the public in general. Sufficient knowledge of the professional field to carry out a full range of varied responsibilities and discharge the accountability required of the Parks and Recreation Administrative Secretary I.
EXAMPLE OF DUTIES
Obey and promptly execute all orders of the Administrative Assistant. The Parks and Recreation Administrative Secretary I shall have the following powers and duties under the immediate supervision of the Recreation Supervisor: Meets all job safety requirements and all applicable OSHA safety standards that pertain to essential functions Greet visitors to public buildings, assesses the information needs of such visitors and either provides an accurate and appropriate response or assists the citizens in accessing the city employee who can provide such a response. Answer any general and Parks and Recreation incoming calls. Function as front-line gatekeeper for staff as visitors enter the lobby, directing traffic as necessary.Oversee functions unique to the public lobby area of public buildings, e.g., unlocking and locking doors at the beginning and end of the day, posting closing notices in advance of official holidays, stocking display racks with information and greeting walk-in visitors. Keep abreast of staff and visitor whereabouts, alerting appropriate resources if warranted (e.g., disgruntled citizen). Order office supplies as needed. Provide backup services to clerical and support personnel in departments.Register citizens for Parks and Recreation Department classes/activities. May perform other clerical duties as required in furtherance of the mission of providing quality services to its citizens. Follows all rules, regulations and ethics conduct as set forth by the Grove City Parks and Recreation Department and the City of Grove City Performs other related duties as assigned.
SUPPLEMENTAL INFORMATION
Knowledge of office practices and procedures; English grammar and spelling; records management; *City/department goals and objectives; *City/department policies and procedures; *workplace safety practices and procedures; *personnel rules and regulations; public relations. Skill in typing; word processing; computer operation; calculator operation; use of modern office equipment; use of telephone/mobile phone. Ability to carry out simple instructions; carry out instructions in basic written, oral, or picture form; interpret a variety of instructions in basic written, oral, picture, or schedule form; deal with problems involving several variables within a familiar context; read, copy, and record figures accurately; complete routine forms; prepare routine correspondence; compile and prepare reports; respond to routine inquiries from public and/or officials; communicate effectively; instruct others; understand a variety of written and/or verbal communications; arrange items in numerical or alphabetical order; sort items into categories according to established methods; *maintain records according to established procedures; work alone on most tasks; answer routine telephone inquiries; develop and maintain effective working relationships; demonstrate manual dexterity; travel to and gain access to work site. (*indicates developed after employment). No Licensure and/or Certifications required.The City of Grove City is an Equal Opportunity Employer.