Part-Time Civil Service Secretary

Under the dual supervision of the Civil Service Commission and the Human Resources Manager, the Civil Service Secretary performs a variety of administrative and clerical duties in support of the City of Fairfield Civil Service Commission. The primary focus of this role is to coordinate Civil Service steps and requirements for hiring processes and promotional processes for job vacancies in the City of Fairfield and Fairfield City School System, which are classified under Civil Service regulations.

Fairfield’s Civil Service Commission is comprised of three residents of the City and is tasked with enforcing and administering Civil Service laws established by both the City of Fairfield and the State of Ohio. The Commission oversees the hiring process for certain positions, including Police Officers, Firefighter/Paramedics, and most non-exempt, full-time hourly roles. These positions require civil service examinations, and the creation of eligibility lists from which candidates are selected.

• Provides administrative support to the Civil Service Commission by scheduling and advertising public meetings, preparing agendas and reports, and recording meeting minutes.

• Serves as the primary point of contact for the Civil Service Commission, responding to inquiries from current classified employees and prospective candidates for vacant City jobs. 
• Coordinates and administers civil service examinations, including scheduling, score analysis, and preparation of eligibility lists of job applicants. 

• Provides high-quality customer service by answering questions, offering guidance, and providing information and direction to employees, job applicants, and management as needed.

• Compiles and submits data for the Annual Report to the Ohio Civil Service Commission. 

• Monitors changes to Ohio Civil Service rules and regulations and informs the Commission of relevant changes. Maintains and updates the City’s Civil Service rules and regulations manual, as approved by the Commission.
• May proctor or assist with the administration of other examinations for the City, as needed.

• Provides administrative support to the Human Resources Office as needed.

Skills, Knowledge, and Abilities:

Strong customer service orientation with excellent verbal and written communication skills; proficiency in Microsoft Office Suite (Word, Excel) and general computer literacy; high school diploma or GED; knowledge of proper English grammar, spelling, and punctuation; knowledge of contemporary office procedures; ability to exercise discretion and maintain confidentiality.  Valid driver's license.

This is a part-time position, typically scheduled for 18–24 hours in the office per week, between Monday and Friday. While there is some flexibility as to when this work is performed, the person in this role will be expected to divide these hours up over 3-4 days within the workweek to allow regular access to Civil Service assistance for employees, prospective employees, and management. The work schedule primarily consists of daytime hours; however, attendance is required at Civil Service Commission meetings, which are usually held at 6:00 PM on the second Thursday of each month. Attendance is also mandatory at all Civil Service examinations, which are typically held in the evenings and on very rare occasions on Saturday mornings, if needed. The Civil Service Secretary schedules all of the Civil Service examinations and will have some discretion on when the exams will occur, within reason and while also meeting the needs of the organization. 

As this is a unique position, a significant amount of training and support will be provided, especially as the incumbent is initially learning their job duties and the organization. Attention to detail, time management, and flexibility will be critical in this role.

Salary : $19 - $22