Civil Service Commission Administrative Assistant

Please go to the following website to fill out an application:

https://www.findlayohio.gov/government/city-departments/human-resources-and-performance-excellence/job-openings

Job Summary
This role involves managing the entire Civil Service Office. It requires decision-making based on personal judgment and organizational policies while following instructions without close supervision. Clear and accurate communication, both in speaking and writing, is essential. The role demands planning and prioritizing work, flexibility, and the ability to multitask and deal with people effectively. Routine office duties such as typing, copying, record-keeping, filing, and customer service are part of the job. Additional responsibilities include accepting and processing employment applications, maintaining test notification lists, preparing and grading civil service exams, and maintaining accurate records. This role involves scheduling and administering various tests, keeping personnel files, and handling notices of appeal. Budget compilation and maintenance, processing requisitions, and maintaining commission records are also required. Adaptability to emerging technologies, cooperative working relationships, and maintaining confidentiality are essential skills. A high school diploma or GED is required, with a preference for advanced secretarial experience and a working knowledge of Microsoft Office products.

Essential Duties and Responsibilities:

• Manage the entire Civil Service Office.
• Schedule appointments, greet visitors, and give information to public.
• Makes decisions based on own judgment and organization policy.
• Follows instructions without close supervision.
• Speak and write clearly and accurately.
• Plan and prioritize own work. Must be flexible.
• Ability to deal with people.
• Ability to multitask.
• Perform routine office duties such as typing, copying, record-keeping, filing, and customer service. The work involves contact with the Civil Service Commission members, the public, and other City employees.
• Routinely work with City department to fill open Civil Service Positions within the City.
• Use appropriate computer programs for preparing documents, tests, correspondence, and other similar work.
• Acceptance and processing of Employment Applications for all Civil Service tests.
• Maintain Test Notification Lists.
• Prepare, administer, grade civil service entry level examinations for the City of Findlay, and maintain eligible lists and service lists.
• Maintain accurate records pertaining to all applicants, including but not limited to, eligible lists, register, and certification of names to appointing authorities for interview.
• Schedule and assist with promotional testing.
• Complete requisitions for purchase orders for pre-employment psychological and physical evaluations for the appropriate jobs.
• Schedule and administer probationary testing for police officers and firefighters.
• Schedule and administer advanced testing.
• Keep and maintain personnel files.
• Accept, file, and schedule for hearing all Notices of Appeal filed with the Commission in reference to disciplinary suspension, termination of employment, demotion in pay grade, work hour reduction, and layoffs.
• Compile and prepare annual budget, data entry of budget into the financial system (MUNIS) and budget maintenance.
• Prepares requisitions for purchase orders, vouchers, process invoices, and process budget transfers to maintain accurate budget. Perform periodic review of budgetary records.
• Maintain an accurate record of minutes from all meetings and official actions of the Commission.
• Accurately and properly maintain all of the records of the Commission.
• Maintain a Records Retention Schedule and dispose of records accordingly.
• Prepare and maintain an accurate copy of Civil Service Rules and Regulations and update as needed.
• Review section 124 of the Ohio Revised Code in order to maintain a working knowledge of said section.
• Compile, prepare and file annual reports with the City of Findlay and the State Personnel Board of Review.
• Receive calls and provide access to Commission records. Make available to the public those documents deemed to be public records under the terms of O.R.C. 149.43.
• Keep files in proper order.
• Prepare and deliver, or cause to be delivered, notices, and other communications ordered by the Commission. Compose necessary correspondence.
• Order and maintain office supplies.
• Possess the ability to be exposed to a variety of sensitive documents or information without divulging that information, except as required in the performance of duty. Keep confidential records.
• Perform other duties as assigned or required by the Civil Service Commission

Job Type: Full-time

Pay: $26.88 - $30.50 per hour

Expected hours: 32 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $27 - $31