Assistant Secretary Jobs in Dothan, AL (NOW HIRING)

Description IF YOU ARE INTERESTED IN THE ADMINISTRATIVE SECRETARY POSITION FOR ANOTHER DEPARTMENT, YOU MUST COMPLETE A SEPARATE APPLICATION. This position is responsible for providing secretarial and clerical support for assigned department operations. Major Duties Maintains department files and records.

Receives, copies, and distributes documents, including warrant, subpoenas, etc. Prepares correspondence, memoranda, and forms. Gathers information and prepares reports, grant applications, and other documents.

May assist in the processing of department payroll. Answers telephone and greets visitors; provides information and assistance; refers to appropriate personnel; responds to emails. Schedules and coordinates meetings and training classes; prepares agenda minutes and agendas.

Maintains a variety of assigned department calendars. May monitor office supply inventory; places and expedites orders; verifies receipt of supplies; contacts vendors for quotes and to resolve problems. May review invoices and receipts; verifies accuracy; codes and forwards invoices for payment; enters purchase order requisitions.

Opens, sorts, and distributes incoming mail. Processes travel reimbursement requests. Assists with the coordination of special events and programs.

Assists the Quartermaster with maintaining equipment logs and purchase requests ensuring equipment and purchases are tracked electronically. Performs related duties. KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION Knowledge of modern office practices and procedures.

Knowledge of city and departmental policies and procedures. Knowledge of computers and job-related software programs. Knowledge of customer service principles.

Skill in prioritizing and organizing work. Skill in the provision of customer services. Skill in the maintenance of files and records.

Skill in oral and written communication. SUPERVISORY CONTROLS The supervisor assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the results.

GUIDELINES Guidelines include city and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application. COMPLEXITY/SCOPE OF WORK The work consists of related secretarial and customer service duties.

Frequent interruptions contribute to the complexity of the position. The purpose of this position is to provide secretarial and customer support for department operations. Successful performance contributes to the efficiency and effectiveness of those operations.

CONTACTS Contacts are typically with co-workers, other city employees, representatives of other law enforcement agencies, vendors, and the public. Contacts are typically to give or exchange information, resolve problems, and provide services. PHYSICAL DEMANDS/ WORK ENVIRONMENT The work is typically performed while sitting at a desk or table.

The work is performed in an office. SUPERVISORY AND MANAGEMENT RESPONSIBILITY None. Minimum Qualifications Graduation from standard senior high school or GED, as recognized by the United States Department of Education (USDE) or Council for Higher Education Accreditation (CHEA); and Two (2) years recent progressively responsible experience in secretarial work; and Six (6) months recent work experience in the use of Microsoft Word.

Six (6) months recent work experience in the use of Microsoft Office Suite (Excel, Outlook, PowerPoint, Access) preferred. CONDITION OF EMPLOYMENT The City of Dothan's Police Department will administer a polygraph examination to anyone hired/promoted/transferred into the Police Department. The examination will be a question-and-answer test that covers areas of your background, including but not limited to your employment application, employment history, and involvement in criminal activity, such as thefts and domestic violence, drug usage and participation in the distribution of illegal and legal prescription medications.

NECESSARY SPECIAL REQUIREMENTS Applicants are required to type a minimum of 30 net words per minute. A typing test will be administered at the time of application and must be on file by the advertised deadline. (See City of Dothan's Typing Test/Retest Policy).

Valid operator driver license and acceptable driving record. (PBA 9/10/01) May require the employee be bondable. An applicant for this position is subject to various background investigations up to and including a criminal, credit, past employment, and reference checks.

Employees are required to submit to Drug and Alcohol testing in accordance with the City of Dothan policy, which includes pre-employment and random tests for the duration of employment in this position. (PBA 8/13/12) Must meet the City of Dothan's employment physical standard, which includes drug/alcohol testing. Application / Examination Qualified applicants will be evaluated based on training and experience as documented on their application.

This evaluation will comprise 50% of the final grade. The written exam will comprise the other 50% of the final grade. The written examination is scheduled September 1, 2026.

Candidates meeting the minimum qualifications will receive an email notification to self-schedule for the written exam. You MUST self-schedule online or you will not be allowed to take the test. The content areas of the written examination include the following: Reading Comprehension Written Communication Vocabulary You will be allowed two (2) hours for completion of the examination.

Once the examination begins, you will not be allowed to leave the room until you have completed the examination. NOTE: An applicant on vacation is responsible for attending the examination on the date scheduled. An applicant falling under federally protected leave (i.e., FMLA, USERRA) is responsible for notifying the Personnel Department in writing no later than the closing date by emailing jobs@dothan.org

Please advise us at the time of application if you will need assistance and/or accommodation to take this examination by emailing jobs@dothan.org. An Equal Opportunity, Affirmative Action Employer.