What are the responsibilities and job description for the Secretary (Leisure Services) position at City of Dothan, AL?
Description
This position provides administrative and secretarial support for assigned Leisure Services Department operations.
Major Duties
- Answers telephone, provides information to callers, takes messages, greets visitors, and directs them to the appropriate area/individual. May answer various inquiries.
- Provides information to the public regarding department services and functions; provides assistance; refers to appropriate staff as needed.
- Schedules appointments, arranges for accommodations or reservations, and keeps expense records of activities.
- Sorts and distributes incoming mail.
- Assists the public and/or external organizations for program and class registration, event reservations, tournament questions, etc. via the online CivicRec platform.
- Collects and receipts a variety of fees and other payments.
- Schedules assigned facilities for department programs and events and for use by the public.
- Receives, reviews, and processes invoices for payment.
- Prepares a variety of correspondence, forms, and reports.
- Maintains assigned employee records.
- Assists in preparing news releases, calendars, brochures, and other promotional information.
- Maintains assigned files and records.
- Operates word-processing software to create documents, etc., such as, but not limited to, tables, reports, letters, speeches and other presentation materials, macros, charts, forms, camera-ready copy, graphics, synchronous columns, and specifies all variables to be used in same.
- Assists with department events and scheduled tournaments in a support role, such as collecting gate fees, depositing money, and preparing post tournament reports.
- Provides hospitality for tournaments and events; including but not limited to ordering food and supplies, delivering food, and soliciting donations from sponsors.
- Enters information into computer; uses the computer system to retrieve a variety of daily, monthly, and yearly reports, etc.; maintains routine financial records; proofs and corrects reports.
- Composes routine letters or memoranda as response to routine mail, in-person, or phone requests for information or action.
- Keeps varied clerical records, prepares varied reports relating to facility operation, and indexes and files office records.
- Makes copies of correspondence or other printed material, using copying or duplicating machine.
- Orders materials and supplies for facility.
- Researches information from various sources and gathers information for supervisor.
- Performs related duties.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION
- Knowledge of departmental rules, regulations, procedures, and functions.
- Knowledge of business English, spelling, punctuation, and arithmetic.
- Knowledge of customer service principles and practices.
- Knowledge of computers and job-related software programs.
- Skill in the use of computers, copiers, printers, and other office equipment.
- Skill in transcribing dictation and in keying from rough draft or plain copy at a working rate of speed.
- Skill in interpersonal relations and in dealing with the public.
- Skill in oral and written communication.
- Ability to understand and follow oral and written instructions.
- Ability to work independently on difficult or complex clerical tasks.
- Ability to maintain confidentiality of records and information.
SUPERVISORY CONTROLS
The supervisor 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 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 secretarial duties. Frequent interruptions contribute to the complexity of the position.
- The purpose of this position is to provide secretarial support for assigned facility operations. Success in this position contributes to the efficiency and effectiveness of those operations.
CONTACTS
- Contacts are typically with co-workers, other city personnel, vendors, representatives of external organizations, 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, stooping, or walking. The employee may occasionally lift light and heavy objects up to fifty (50) pounds.
- The work is typically performed in an office; various department facilities and/or outdoors, some work off-site, outside working tournaments, occasionally in cold, hot, or inclement weather.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY
None.
Minimum Qualifications
- Graduation from a standard senior-high school or GED equivalent, as recognized by the United States Department of Education (USDE) or Council for Higher Education Accreditation (CHEA), and
- Two (2) years recent experience performing responsible secretarial work; and
- One (1) year recent experience using Microsoft Word; and
- One (1) year recent experience using Microsoft Excel.
- One (1) year recent experience using Microsoft Office Suite preferred.
NECESSARY SPECIAL REQUIREMENTS
Valid operator driver license and acceptable driving record. (PBA 9/10/01)
An applicant in this position is subject to various background investigations up to and including a criminal, credit, past employment, and reference checks.
An applicant for this position is subject to a criminal history background check pursuant to the following statutes: §§38-13-1. Ala. Code (1975) et seq., as amended by the Child Care Safety Act (Act of Alabama #2018-278), Act of Alabama 2019-322, or §41-27-10, Ala. Code (1975).
- 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 08/13/12)
- 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 for the position of Secretary is scheduled for April 28th, 2025.
Candidates meeting the minimum qualifications will receive an email notification to self schedule for the written exam. You MUST self schedule your slot or you will not be allowed to test.
The content areas of the written examination, for the position of Secretary, includes the following:
Clerical Knowledge
Written Communication
Vocabulary
Reading Comprehension
Mathematical Ability
You will be allowed 1 hour and 53 minutes 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.
