Secretary Senior

CITY OF HENDERSON, KENTUCKY CLASSIFICATION SPECIFICATION
CLASSIFICATION TITLE:SECRETARY, SENIOR

PURPOSE OF CLASSIFICATION
The purpose of this classification is to provide routine and specialized secretarial and clerical support to assigned department.
ESSENTIAL FUNCTIONS
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Answers telephone, greets visitors, and responds to inquire/complaints; provides information, takes/relays messages, or routes calls to appropriate personnel.
• Schedules appointments; makes travel arrangements and hotel reservations; processes claim vouchers for travel expenses.
• Types, prepares, or processes a variety of correspondence, reports, deeds, receipts, index cards, forms, claim vouchers, purchase requisitions, payroll vouchers, computations, permits, bid specification packages, contracts, news releases, work orders, surveys, invoice requisitions, lists, verifications, applications, evaluations, budgets, and related documentation; files, copies, and transmits as appropriate.
• Sorts and distributes incoming mail; answers routine correspondence; retrieves incoming faxes and routes as appropriate.
• Performs a variety of file maintenance tasks; organizes files and designs databases; maintains documents on hard copy and via computer; updates and purges data as needed; packs old files for storage; retrieves records and information for city employees and the general public when requested.
• Performs a variety of data entry tasks; enters data into computer, audits data, and generates related reports; copies a variety of records and documents when requested; distributes or transmits as appropriate.
• Prepares cash/receipts reports and transmits monies.
• Prepares, processes, and/or transmits purchase requisitions, invoice requisitions, claim vouchers, payroll vouchers, purchase orders.
• Utilizes appropriate electronic or other office recording equipment to transcribe statements and reports; records information from confidential informants and citizens; makes computer entries per case disposition.
• Maintains and monitors petty cash; orders and maintains office supplies.
• Prepares and audits department/division payroll data entry and leave slips; distributes payroll checks.
• Designs and produces computerized forms and reports.
• Performs a variety of janitorial tasks, such as cleaning office, sweeping floors, and performing related tasks.
• In Parks & Recreation, prepares cash/receipts reports and transmits monies collected from cemetery services and lot sales, posts information from Certificate of Death & Burial to Death Register, Cemetery Lot books and their indexes.
• In Parks & Recreation, takes reservations; receives and counts monies, prepares receipts, and transmits monies as appropriate; shows and sells grave sites and mausoleum crypts; assists the general public in locating family plots; orders supplies; makes burial arrangements.
• In Parks & Recreation, acts as meeting secretary for Park Board during meetings outside of regular business hours.
• In Parks & Recreation, assists with some recreational programming outside of regular business hours.
• In Parks & Recreation, schedules, tracks, and arranges park use with special events, individuals, civic groups, and private organizations.
• In Parks & Recreation, records reservations and holds for park facilities.
• In Parks & Recreation, schedules, and tracks burials and internments in city cemeteries.
• In Parks & Recreation, records grave sales, and manages burial records.
• In Parks & Recreation, orders, requests quotes, tracks parks and cemetery purchases, orders crypt and niche bronze purchases, and tracks uniform allowances.
• In Parks & Recreation, tracks and records special records special events and park reservations. Permits events in city parks.
• In Parks & Recreation, acts as recording secretary for the parks and recreation board.
• In Parks & Recreation, assists with recreational activities and events.
• In Parks & Recreation, assists members of the public with genealogy research.
• In Public Works, consults with utility companies for locations of gas lines, water lines, and other utility lines; orders salt, sand, and concrete as directed; informs radio service of needed repairs. Operates a two-way radio in the performance of duties.
• In Police, attends specialty position interviews; maintains fixed asset files and department notary files.
• In Codes, creates GIS maps for publication in CDBG Annual Reports.
• In Codes, maintains website content for Code Enforcement and Community Development including but not limited to calendars, online applications and forms, and public announcements.
• In Codes, acts as meeting secretary for Code Enforcement Board and prepares meeting minutes for board distribution. Collects fees/fines issued by or on behalf of Code Enforcement Board, issues receipts for collected fees/fines, and communicating receipts of funds.
• In Codes, maintains construction inspection records, enters inspection into software, and prepares Certificate of Occupancy as needed. Receives residential inspection requests and notifies appropriate personnel for dispatch; maintains contractor records and updates changes in address, phone numbers, email, workers’ compensation and other necessary information.
• In Codes, reviews, corrects, and forwards all reports, code complaints, and violation letters, or related documentation prepared by clerical staff.
• In Codes, prepares materials for the Board of Zoning Adjustment and Board of Appeals – Housing and Buildings, including but not limited to agendas, public notices, minutes, letters to applicants and adjacent property owners, and land use restrictions; attends Board meetings as directed by the Codes Administrator.
• In Codes, aids the Community Development area with processing housing assistance applications and maintaining client files.
• In Codes, receives and processes complaints received from the online Request Tracker and communicates with the Complainant until the issue is resolved.
• Maintains regular and predictable in person attendance during regular business hours of the City of Henderson is required.
• Must undergo and successfully complete drug test and alcohol screening prior to employment and undergo and successfully complete future drug test and/or alcohol screening pursuant to the City’s Drug and Alcohol policy.

ADDITIONAL FUNCTIONS
Serve as courier when requested.
Performs other related duties as required, necessary, or assigned.

MINIMUM QUALIFICATIONS
High school diploma or GED; supplemented by college level course work or vocational training in secretarial and computer skills required; supplemented by two (2) years previous experience and/or training involving secretarial or clerical work required; typing/keyboarding speed of 30 w.p.m. required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain a valid driver’s license.
PERFORMANCE APTITUDES
Data Utilization: Requires the ability to calculate and/or tabulate data. Includes performing subsequent actions in relation to these computational operations.
Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate and control the actions of equipment, machinery, tools and/or materials requiring complex and rapid adjustments.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
ADA COMPLIANCE
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions.

This job description does not constitute a contract of employment. Any oral or written statements or promises to the contrary are hereby expressly disavowed and should not be relied upon by any prospective or existing employees. This job description is subject to change by the employer (the City of Henderson) at the discretion of the employer, or as the needs of the employer and/or requirements of the job change. The City of Henderson explicitly reserves the right to modify any of the provisions of this job description at any time and without notice. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties or essential functions does not exclude them from the position if the work is similar, related, or a logical assignment to the position.