Secretary I

Posting Type: Open Competitive

Work Type: Full-Time

Nature of Work: This is clerical level work to include taking and transcribing dictation, answering and relaying telephone messages, answering questions, maintaining filing systems, and reviewing invoices, work orders, vouchers, etc. Assignments require independent judgment based on knowledge gained through experience on the job that often involves interpretations of various regulations and procedures. Incumbent may also act as a lead worker to a small group of clerical workers.

Education and Experience: The knowledge, skills, and abilities may be acquired through, but are not limited to, the following combination of education and/or experience.

High school diploma or equivalent AND One (1) year of experience in secretarial work

Special Qualifications: Must pass a typing test with a net accuracy rate of forty-five (45) words per minute or better with 90% accuracy by the close of the posting on March 20, 2025. The typing test is accessible at https://omahahr.typingtestpro.com/test?id=u9f2f1j5

Pay Range: $17.24 with step increases to $24.16 Hourly

Benefits: Forty-hour work week. Paid leave per year: twelve days vacation; eighteen days sick; and fourteen holidays. Employee’s group health insurance, including major medical, vision, and dental, for individual or family. Defined benefit pension plan, plus Social Security, and more. See hr.cityofomaha.org for detailed information.

Who Can Apply: Any person who meets the qualifications and other requirements described in this posting.

How to Apply: Completed City of Omaha employment applications must be submitted using the online application from the City website. It is the sole responsibility of the applicant to check and ensure that any and all required application materials and supplemental forms are received by the City of Omaha Human Resources Department by the stated deadline. You may confirm receipt of any materials and forms by contacting the Human Resources Department. If the materials are not received in the Human Resources Department by the stated deadline, they will not be considered. There will be no exceptions to this rule.

Examination Information: The multiple-choice/written examination will be on March 26, 2025, at the Omaha/Douglas Civic Center, 1819 Farnam St. An invitation via email to the exam will be given to candidates once their application has been received, reviewed by a recruiter, and accepted to the test for the position. The test is designed to assess knowledge of the job, skills, and abilities of this position. The passing score on the examination is 50%. This will be weighted 100% in the final score.

Veteran Points: To claim five (5) points for veteran’s preference, you must submit proof of service (such as a DD-214) that includes the date of induction, date of honorable separation, and Social Security number. (You must have completed more than 180 consecutive days of active duty.) To receive an additional five (5) points credit for disability, you must submit proof of eligibility from the United States Department of Veterans Affairs dated within the last 12 months. This information must be submitted to the Human Resources Department by March 26, 2025.

Required Knowledge, Skills, and Abilities:

• Knowledge of business English, spelling, grammar, and punctuation in order to proofread correspondence, reports, memoranda, etc.
• Knowledge of general office procedures, standard clerical techniques, and office equipment
• Knowledge of and ability to operate a computer or other technology using standard or customized computer or systems software applications appropriate to the assigned tasks
• Ability to learn and adapt to advances in computer and electronics device technology and software
• Ability to establish and maintain effective working relationships with fellow employees and members of the general public
• Ability to quickly and accurately perform basic mathematical computations to include addition, subtraction, multiplication, and division
• Ability to proofread documents for spelling, punctuation, and grammar
• Ability to operate a typewriter, dictating machine, and other office equipment
• Ability to make decisions on the basis of policies, procedures, laws, and regulations and apply them to work problems
• Ability to understand written or verbal instructions
• Ability to adhere to safety policies, procedures, and guidelines
• Ability to sit and type 75 to 100% of the time
• Ability to move objects weighing up to ten (10) pounds up to 33% of the time

Essential Functions: Any one position may not perform all of the duties listed, nor do the listed examples include all of the duties that may be performed in positions allocated to this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Takes and transcribes dictation consisting of correspondence, reports, memoranda, opinions, briefs, specifications, minutes, statements, and other material; takes dictation from professional personnel requiring some knowledge of technical terminology and procedures
• Types copy, rough drafts, correspondence, financial statements, bids, contracts, payroll records, lists, cards, vouchers, and other materials that may require independent action or discretion on problems encountered
• Types, processes, and maintains a complex legal system of notices and minutes to include indexing documents, securing signatures, reviewing documents, and rejecting if incomplete
• Proofreads typed documents for accuracy, spelling, punctuation, and grammar
• Enters and retrieves computer data
• Answers telephone, takes detailed messages, and delivers messages to appropriate personnel
• Greets and assists visitors
• Reviews invoices, vouchers, requisitions, forms, applications, work orders, etc. , for completeness and accuracy and rejects if necessary; prepares billings, balances cash receipts and prepares daily report and deposit; maintains control ledgers and cost accounts; and prepares reports
• Gathers, sorts, and enters information regarding billings
• Compiles and prepares monthly and annual reports
• Interviews visitors and callers; responds to complaints; receives applications; obtains required data to make necessary determinations and calculations; answers questions and explains procedures regarding permits, certificates, licenses, warrants, taxes, interest, assessments, penalties, billings, and other matters requiring independent judgment to interpret routine aspects of city ordinances and departmental policies and regulations; issues routine permits; collects fees
• Maintains complex filing system(s) to include creating files, filing, and retrieving documents
• Opens, sorts, and distributes mail
• Prepares and maintains time and attendance records
• Maintains regular job attendance in accordance with a schedule established for the position by the supervisor
• Performs other related duties as assigned or as the situation dictates within the scope of this classification

Conditions of Employment: Candidates must provide proof of U.S. citizenship or proof of permanent residence or authorization to work. The City of Omaha reserves the right to conduct criminal history, driving record, reference and credit checks and a background investigation on applicants for employment. Successfully passing a criminal background review, reference check, and if applicable, a credit check, is required as a condition of employment. If applicable, the City will require that you successfully pass a review of the driver's license, driving abstract, a pre-employment drug test, a hearing test and a back screening examination as a condition of employment. Failure to provide the information requested in the application process in a truthful, accurate and complete manner may result in disqualification, revocation of conditional employment or termination.

Reasonable Accommodation: The City of Omaha does not discriminate on the basis of disability. If you need a disability-related accommodation during the job application or selection process, advise the Human Resources Department at least 48 hours prior to the need by emailing employment@cityofomaha.org.

For a complete description of this job classification, visit hr.cityofomaha.org

Contact Points:

City of Omaha Human Resources Department
1819 Farnam St, Suite 506
Omaha, NE 68183

Phone: (402) 444-5300
Fax: (402) 444-5314

Website: hr.cityofomaha.org
Email: employment@cityofomaha.org