Ogden City Corporation
  • 02-Aug-2018 to 15-Aug-2018 (MST)
  • Management Services Administration
  • Ogden, UT, USA
  • $15.81 to $21.60
  • Hourly
  • Full Time

Eligible for benefits


POSITION SUMMARY

To perform a wide variety of responsible, confidential and complex administrative, secretarial and clerical duties for a city department; and to provide information and assistance to the public regarding department to which assigned. This class performs duties of a confidential nature and performs a variety of programmatic administrative duties; requires a high degree of independent judgment and personal initiative. Receives direction from Management Services Director. Exercise direct supervision over secretarial and clerical staff.

 

EXPERIENCE AND TRAINING STANDARDS

Requires three years of increasingly responsible secretarial experience; training equivalent to the completion of the twelfth grade supplemented by specialized secretarial training; college level course work in business administration, computer science, or a related field is desirable. Requires computer literacy and experience using Microsoft Word, Excel, PowerPoint, and Outlook.

 

NIMS REQUIRED TRAINING

Employee will be required to complete NIMS IS100 and IS 700 within six months of hire.

 

Failure to obtain/maintain license and certificate as outlined above will result in termination from the position.

 

ESSENTIAL JOB FUNCTIONS

  • Perform a wide variety of responsible, confidential and complex administrative, secretarial and clerical duties for the Department of Management Services.
  • Perform administrative duties in support of assigned department head;
  • Monitor budget as assigned; recommend improvements in work flow, procedures and use of equipment and forms;
  • Manage office support functions; direct the work activities of clerical personnel; prioritize and coordinate work assignments; review work for accuracy;
  • Maintain a calendar of activities, meetings and various events for assigned director;
  • Coordinate activities with other City departments, the public and outside agencies;
  • Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities;
  • Type and proofread a wide variety of complex and confidential reports, letters, memoranda and statistical charts; type from rough draft or verbal instruction; take and transcribe dictation using shorthand or dictation equipment as required;
  • Independently compose correspondence related to assigned responsibilities; participate in the duties relating to the administration of a department; assist in preparing comprehensive reports, notes of meetings and agendas for meetings;
  • Compile annual budget requests; recommend expenditure requests for designated accounts; monitor approved budget accounts;
  • Assist in a variety of department operations;
  • Perform special projects and assignments as requested;
  • Organize and maintain complex technical filing systems;
  • Perform general clerical work including filing, scheduling appointments and meetings and processing payroll; operate a variety of office equipment including a computer; input and retrieve data and text; organize and maintain archive files;
  • Prepare requisitions, payment of bills, various contracts, travel procedures and auto pay accounts for both Management Services and Administration;
  • Monitor Management Services and Administration budgets; serve as initial contact for municipal building problems;
  • Facilitate direct contact with custodial personnel and maintenance facility staff; order supplies for custodial staff; create and maintain access codes for staff in building.
  • Participate in safety and risk management activities; take action to reduce liability to the city.
  • Attendance and punctuality are essential functions of this position.  Employee is required to work as a team and frequently meet with co-workers and supervisors; employee is required to communicate in-person with the public during office hours; and employee is required to use on-site equipment.
  • Perform related duties and responsibilities as required.

 

MARGINAL JOB FUNCTIONS

  • Serve as secretary to various committees and commissions.
  • May take and transcribe meeting minutes.
  • May provide technical support in the absence of technical staff; perform related duties and responsibilities as required.

 

QUALIFICATIONS

Knowledge, skills, abilities:

  • Operations, services and activities of the City;
  • Modern office procedures, methods and computer equipment;
  • Business letter writing and basic report preparation techniques;
  • Principles and procedures of recording keeping;
  • Principles of supervision, training and performance evaluation;
  • English usage, spelling, grammar and punctuation.
  • Coordinate, organize and review the work of staff in the area of work assigned;
  • Independently perform the most difficult administrative support services;
  • Interpret and explain Department policies and procedures;
  • Perform responsible and difficult secretarial work involving the use of independent judgment and personal initiative;
  • Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities;
  • Interpret and apply administrative and departmental policies and procedures; independently prepare correspondence and memoranda;
  • Supervise, train and evaluate assigned clerical staff;
  • Take and transcribe dictation, if required by assigned position, at a speed necessary for successful job performance;
  • Type at a speed necessary for successful job performance; work independently in the absence of supervision;
  • Operate and use modern office equipment including a computer and word processor;
  • Work cooperatively with other departments, city officials and outside agencies;
  • Communicate clearly and concisely, both orally and in writing;
  • Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include sitting for extended periods of time, operating assigned equipment.
  • Able to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading and writing, operating assigned equipment as required by the position.
  • Establish and maintain effective working relationships with those contacted in the course of work.
  • Maintain mental capacity which allows for effective interaction and communication with others.
  • Ability to comply with all city policies and regulations, including safety and risk management standards.

 

WORKING CONDITIONS

The work conditions described here are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is frequently required to sit, walk and talk or hear. The employee is occasionally required to lift and or move up to 20 lbs. Work is performed in an office environment; sustained posture in seated position and prolonged periods of typing.

 

CRIMINAL HISTORY BACKGROUND CHECK  

Successful applicant must pass background check.

 

MOTOR VEHICLE REPORT

Driving record of successful applicant will be obtained by the HR office.

 

EDUCATION REQUIREMENT

Successful applicant must submit a copy of above education requirements when requested.

 

VETERAN'S PREFERENCE POINTS

Applicants MUST submit a copy of their DD-214 to the Human Resource office during the interview process. This is for initial appointments only.

 

SALARY RANGE

Range 31 - $1,264.52 to $1,727.93 (Bi-weekly Rate) (DOQ). Typically hire at minimum. This position is eligible for benefits.

 

APPLICATION PROCEDURE

On-line applications will be accepted at www.ogdencity.com until Wednesday, August 15, 2018. If you do not have access to a computer, you may come to the Ogden City Human Resources office located at 2549 Washington Blvd., Suite 220, Ogden, UT 84401 between the hours of 8:00 a.m. to 5:00 p.m. Monday through Friday.

 

All applications/resumes will be evaluated and ranked on the basis of relevant education and experience as stated therein. Highest ranking applicants may be invited for a personal interview.

 

WE ARE A DRUG FREE WORK PLACE

                                                              AA/EOE/ADAAA

Ogden City Corporation
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