What are the responsibilities and job description for the Confidential Secretary - Council position at City of North Royalton?
POSITION TITLE: Confidential Secretary
DEPARTMENT: Council FLSA STATUS: Non-Exempt
SALARY: $24.75 - $29.32 REPORTS TO: Clerk of Council
JOB SUMMARY:
Under the direction of the Clerk of Council and City Council, the Confidential Secretary is responsible for support with the administration of the Council Office.
ESSENTIAL JOB FUNCTIONS:
The following list of essential job functions is not exclusive or all-inclusive. Other duties may be required and assigned.
· Prepares correspondence and reports;
· Reviews, prioritizes, and organizes incoming correspondence;
· Answers phones and emails; assists walk-in residents; interacts with the public, reporters, city employees and residents for the Council office; answers inquiries; refers inquires to proper department; follows through with other departments to ensure information was provided in a timely manner;
· Maintains and orders supplies for office;
· Maintains accurate record of purchase orders and requisitions;
· Maintain or cause to be maintained accurate, timely and complete records of all official City documents;
· Prepare timely and accurate records of agendas, minutes of Council and committee meetings and proceedings;
· Prepare and distribute the Codified Ordinances;
· Answer inquiries directed to ordinances, Council proceedings and official city records, or direct such inquiries to the proper city official for an answer;
· Prepare and distribute regular and special reports of various Council committee meetings;
· Transmit to other city officials, department supervisors and division superintendents, copies of all ordinances, resolutions and related information pertaining to such officials, departments and divisions;
· Perform such other duties as may be required by Council and the Clerk of Council;
· Keep regular and consistent work hours;
· Perform core objectives of job;
· In the absence or at the direction of the Clerk of Council: attend any regular and special Council meetings; assist in the posting of ordinances, notices and/or other documents, as required by municipal ordinances or statutory law; prepare legislation requests as directed by the Clerk of Council to the Law Director for preparation of legislation; perform all duties, responsibilities, and requirements of the Clerk of Council as stated and required in the City’s Job Description and federal, state and local laws;
· Maintain Records Retention Schedule;
· Assist the Clerk of Council with Charter Review requirements as needed;
· Assist Clerk of Council with Agricultural District filings as needed;
· Assist Clerk of Council with Assessment Projects as needed;
KNOWLEDGE, SKILLS, AND ABILITIES:
Basic office methods and procedures. Knowledge or training in supervision of personnel preferred. Knowledge and experience with use of calculator, computers, computer programs such as Microsoft Office, internet, copy machine, fax machine, general office supplies, and multiline telephone system. Ability to communicate effectively, orally and in writing. Ability to establish and maintain effective working relationships with subordinates, peers, and supervisors. Ability to exercise sound judgment in evaluating situations and in making decisions. Ability to follow verbal and written instructions. The ability to work independently in the absence of specific instruction.
QUALIFICATIONS, TRAINING, AND EXPERIENCE
· High School Diploma or equivalent; Associates Degree or 2 years’ experience in Public Administration preferred;
· Computer proficiency in various programs including Microsoft Office;
· Type 50 words per minute;
· Web Page management experience;
· Must be able to handle sensitive and confidential information;
· Knowledge of the processes and procedures used on a day-to-day basis within the City's departments;
· Experience drafting legislation and preparing meeting minutes, preferred;
· Notary Public License, preferred;
· Required Training: Ohio Sunshine Law, Robert’s Rules, Public Record laws, Ohio Public Meeting rules;
· Earn Certified Municipal Clerk Certification within 5 years.
PHYSICAL DEMANDS AND WORK ENVIRONMENTS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics are those encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
While performing the duties of this job, the employee has the ability to work safely; Standing, walking, use hands and fingers, handle, feel or operate objects, tools, or controls; and reach with hands and arms. Occasionally required to sit, climb or balance; stoop, kneel, crouch, or crawl. Must occasionally lift and/or move up to 20 pounds. Repetitive use of computer keyboard. The noise level in the work environment is usually quiet in the office, and moderate to loud in the field.
Interested individuals are required to submit an application, which can be found at www.northroyalton.org or at City of North Royalton, 14600 State Road, North Royalton, Ohio 44133. Applications can be submitted in person at City Hall, Monday-Friday 8am to 4:30pm or emailed to hr@northroyalton.org.
An Equal Opportunity Employer
Job Type: Full-time
Pay: $24.75 - $29.32 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- Monday to Friday
Work Location: In person
Salary : $25 - $29