What are the responsibilities and job description for the Administrative Secretary (City Clerk) position at City of Dothan, AL?
Description
This position provides administrative and secretarial support for City Clerk office operations.
Major Duties
- Provides customer service and administrative support; answers telephone and greets visitors; provides information and assistance; maintains office supply inventory.
- Coordinates the production and assembly of City Commission agenda packets; proofs agendas, ordinances, resolutions, proclamations, agreements, etc.; compiles travel resolution; schedules invocations and maintains contact list.
- Processes payroll and accounts payable checks; monitors check print process; encodes manual checks with signatures; sorts and distributes checks; maintains check records.
- Processes damage claims; instructs claimants on claims process; accepts and stamps claims on behalf of the city; forwards claims to Legal Division; scans and maintains all claims documents.
- Processes payments and maintains demolition, weed abatement, and other assessment related files and records.
- Processes tobacco stamp orders; receipts funds collected; ships stamps; maintains files and records.
- Processes public information requests; instructs citizens on filing requests; follows up on active requests; maintains report and records.
- Assists with processing alcoholic beverage license applications.
- Assists with mail duties and acts as back up in the absence of the Mail Clerk; creates labels for shipments; sorts and distributes a variety of mail and packages; meters mail; assists with mailing and shipping questions.
- Provides support for the City Commission work sessions; organizes meeting sites; proofs meeting agendas; attends and records meetings; transcribes minutes.
- Assists with reviewing and processing invoices and purchase card transactions for payment; resolves discrepancies and errors prior to payment.
- Assists with municipal elections; reviews district maps for accuracy; sorts election materials for polling places and orders related supplies; assists in issuing absentee ballot applications; assists in distributing and receiving materials from polling locations.
- Maintains a variety of files and records; ensures compliance with retention guidelines; coordinates ongoing evaluation, organization, and disposition of existing files and records; assists with comprehensive records management projects.
- Performs related duties.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION
- Knowledge of modern office principles and practices.
- Knowledge of customer service principles and practices.
- Knowledge of computers and job-related software programs.
- Skill in the use of copiers, printers, scanners, and other office equipment.
- Skill in interpersonal relations and in dealing with the public.
- Skill in oral and written communication.
- Skill in multitasking, organizing, and prioritizing workload.
- Skill in the maintenance of files and records.
- Ability to work independently, effectively communicate policies and procedures, and pay close attention to detail.
- Ability to maintain confidentiality of records and information.
- Ability to research and evaluate records and information.
SUPERVISORY CONTROLS
The City Clerk assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the results.
GUIDELINES
Guidelines include city ordinances, postal guidelines, the Alabama State Code, Alabama Archives retention schedules, the employee handbook, and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.
COMPLEXITY/SCOPE OF WORK
- The work consists of related administrative and secretarial duties. Frequent interruptions, strict deadlines, and attention to detail contribute to the complexity of the position.
- The purpose of this position is to provide administrative and secretarial support for department operations. Success in this position contributes to the efficiency and effectiveness of those operations.
CONTACTS
- Contacts are typically with co-workers, other city personnel, elected and appointed officials, vendors, representatives of external organizations, county staff, and the public.
- Contacts are typically to provide services, to give or exchange information, or to resolve problems.
PHYSICAL DEMANDS/ WORK ENVIRONMENT
- The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts light and heavy objects and climbs ladders.
- The work is typically performed in an office.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY
None.
Minimum Qualifications
- Graduation from standard senior high school or GED, as recognized by the United States Department of Education (USDE) or Council for Higher Education Accreditation (CHEA); and
- Two (2) years recent responsible administrative and secretarial support experience, which includes providing customer service and maintaining a variety of files, records, and requests; and
- One (1) year recent work experience in the use of Microsoft Word, Excel, and Outlook.
- Graduation from an accredited* college or university with an Associate’s Degree or higher in Business Administration, Office Administration, Business Management, or closely related field preferred.
- Six (6) months recent experience proofing a variety of complex documents, communicating procedures, and managing records preferred.
Accredited through an agency recognized by the U.S. Department of Education (USDE) or the Council for Higher Education Accreditation (CHEA).
NECESSARY SPECIAL REQUIREMENTS
- Valid operator driver license and acceptable driving record. (PBA 9/10/01)
- Applicants are required to type a minimum of forty (40) net words per minute with less than ten (10) errors. A typing test will be administered at the time of application and must be on file by the advertised deadline (See City of Dothan's Typing Test/Retest Policy).
- May require the employee be bondable.
- An applicant for this position is subject to various background investigations up to and including a criminal, credit, past employment, and reference checks.
- Employees are required to submit to Drug and Alcohol testing in accordance with the City of Dothan policy, which includes pre-employment and random tests for the duration of employment in this position. (PBA 8/13/12)
- Must meet the City of Dothan’s employment physical standard, which includes drug/alcohol testing.
Application / Examination
Qualified applicants will be evaluated based on training and experience as documented on their application. This evaluation will comprise 50% of the final grade. The written exam will comprise the other 50% of the final grade.
The written examination is scheduled April 17, 2025.
Candidates meeting the minimum qualifications will receive an email notification to self-schedule for the written exam. You MUST self-schedule online or you will not be allowed to take the test.
The content areas of the written examination include the following:
Reading Comprehension
Written Communication
Vocabulary
Vocabulary
You will be allowed two (2) hours for completion of the examination. Once the examination begins, you will not be allowed to leave the room until you have completed the examination.
NOTE: An applicant on vacation is responsible for attending the examination on the date scheduled. An applicant falling under federally protected leave (i.e., FMLA, USERRA) is responsible for notifying the Personnel Department in writing no later than the closing date by emailing jobs@dothan.org.
Please advise us at the time of application if you will need assistance and/or accommodation to take this examination by emailing jobs@dothan.org.
An Equal Opportunity, Affirmative Action Employer
The City of Dothan provides a diverse package of benefit programs:
- Vacation: 12 Vacation Days per calendar year
- Holidays: 12 Paid Holidays per calendar year
- Medical and Dental Insurance: Offered through Blue Cross/Blue Shield of Alabama. Rates vary based on coverage selected
- Retirement Plan: Administered through the Retirement Systems of Alabama
- Life Insurance: Administered through Unum Life. No cost for eligible employees
- Military Leave: up to 21 working days per calendar year with Military Orders
- Direct Deposit: Employees may elect to have their payroll check deposited directly into their bank account
- Employee Health Clinic: Industrial Nurse on duty for work related injuries and minor illnesses
Other benefits include: Cafeteria plan, Credit Union, Deferred Compensation plans, Employee Assistance Program, Physical Fitness Program, Jury Duty Leave and more.....
Note: All benefits are subject to eligibility requirements. Individuals are responsible for any related fees or charges that may apply.
