What are the responsibilities and job description for the Executive Secretary / Transportation Coordinator position at Town of South Windsor?
EXECUTIVE SECRETARY/TRANSPORTATION COORDINATOR
Department of Human Services
NATURE OF WORK
This is responsible secretarial and administrative support work for the Director of Human Services and also includes Transportation Coordinator duties and accounts receivable and payable for the Department.
Work involves responsibility for performing complex confidential secretarial services. Work requires the exercise of discretion in performing daily activities based on a complete knowledge of administrative policies and procedures and Town operations. Work also involves important contacts with officials of other governmental and private agencies and the general public. Work assignments are generally given with broad statements of objectives and performed with a considerable degree of independence. Work is reviewed for the achievement of desired results.
An essential part of the duties of this position is assisting in developing a flexible and anticipatory organization which will provide cost-effective and customer-friendly delivery of quality services to the community; plus assisting in new ways to deliver both the short and long-term needs of South Windsor consistent with the Town’s goals and objectives.
EXAMPLES OF ESSENTIAL JOB FUNCTIONS
Plans, organizes and executes work according to standard procedures and oral directions from the Director of Human Services consistent with the Town’s quality service goals and the development of cost-effective, customer-friendly service delivery.
Coordinates complex transportation system. Supervises 5-8 bus/car drivers. Sets driver schedules, assigns routes, dispatches drivers; facilitates transportation sign-ups, collects bus reports, maintains transportation grants; coordinates bus repairs and service.
Greets visitors; performs front desk functions including senior sign-ups, client and public inquiries, screening incoming correspondence and calls, and following up to ensure timely response; responds to inquiries and requests from the public; attempts to resolve complaints that are not referred to division heads.
Compiles and coordinates data for action by Human Services Director and schedules appointments and arranges meetings; prepares statistical and narrative reports of some complexity.
Maintains complex records and files of a confidential nature. Sustains confidentiality in all department operations including communications with social services clientele, food bank clients, Meals On Wheels, youth and family services clients, juvenile review board participants, counseling cases, etc.
Composes letters and reports as needed; types and transcribes confidential letters, reports, and records from dictation notes, transcription equipment, or rough notes; performs special assignments, studies and routine administrative functions as directed. Prepares statistical and grant reports as necessary.
OTHER JOB FUNCTIONS
Performs related work as required.
One theme of this Total Quality Management organization is teamwork both within departments and among departments to maximize quality service delivery to the citizens of South Windsor. Personnel are encouraged and expected to perform work not definitely described in their job descriptions. Recognition of individual performance beyond one’s job description is a function of the Town’s employee recognition programs and/or incentive pay plan.
