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Secretary - Part Time

City of Henderson, Kentucky Classification Specification Classification Title: Secretary - Part Time

Purpose of Classification: The purpose of this classification is to provide secretarial support to assigned department. Duties include, but are not limited to, answering telephones, greeting visitors, typing correspondence and reports, maintaining files, and performing a variety of data entry tasks.

Essential Functions:

• Types or prepares a variety of correspondence, reports, memoranda, labels, envelopes, schedules, purchase requisitions, citations, forms, and related materials; processes, makes copies, files, or transmits as appropriate; may take and transcribe dictation.
• Answers telephones and greets visitors; provides information, takes/relays messages, or directs calls/visitors as appropriate.
• Transmits outgoing faxes and distributes incoming faxes daily.
• Organizes and maintains hard copy and computerized files; files reports, logs, correspondence, and related documents; retrieves, updates, and purges files as needed; boxes old files for storage; reviews and audits a variety of data entries and generates reports from data.
• Processes payables and receivables documentation and maintains related files; prepares, audits, and/or files purchase orders, purchase requisitions, invoice requisitions, claims vouchers, and invoices; copies sales orders and transmits as appropriate; dispatches service personnel.
• Performs a variety of data entry tasks.
• Receives and files a variety of faxes, reports, correspondence, forms and related documents for storage and reference; researches and pull computerized files as requested.
• Operates a wide variety of office equipment in the performance of duties, such as a computer, copier, facsimile machine, and shredder.
• Collects data for payroll preparation, audits payroll forms, logs and updates data as appropriate and files related forms.
• In Police department, prepares warrants/summons and transmits or files as appropriate.
• In Police department, sorts and distributes incoming mail.
• In Police department, enters data from uniform citations, courtesy notices, administrative citations, parking tickets, bicycle licenses, assembles citation printouts and transmits as appropriate; provide clerical support to the Crime Analyst/Record Technician when requested.
• In Codes, provides clerical and secretarial assistance types code complaints, purchase requisitions, claims vouchers, invoice requisitions, and zoning violation letters, records inspection and re-inspection dates, compliance dates, and related records.
• In Codes, may receive payments and balance cash drawer; may distribute petty cash funds and writes receipts as needed.
• In Codes, maintains construction inspection records, enters inspections into software, and prepares Certificate of Occupancy as needed.
• In Codes, receives residential inspection requests and notifies appropriate personnel for dispatch.
• In Codes, maintains contractor records and updates changes in address, phone numbers, email, Workers' Compensation and other necessary information.
• In Codes, reviews, corrects and forwards all reports, code complaints, and violation letters, or related documentation prepared by clerical staff.
• Collects data for payroll preparations, audits payroll forms, logs and updates data as appropriate and files related forms.
• In Codes, prepares materials for the Board of Zoning Adjustment and Board of Appeals – Housing and Buildings, including but not limited to agendas, public notices, minutes, letters to applicants and adjacent property owners, and land use restrictions; attends Board meetings as necessary.
• In Codes, provides assistance to the Community Development Specialist with processing applications for housing assistance and with maintaining client files.
• In Codes, receives, and processes complaints received from the online Request Tracker and communicates with the Complainant until the issue is resolved.
• In Gas department, coordinates requests for lighting pilot lights, pressure and leak checks, gas service inspections, check repairs, read ins, reconnects, or any other gas related issues.
• In Gas department, received computerized 8-1-1 locate requests and dispatches appropriate personnel.
• In Gas department, provides support for supervisors, employees, and the public, supporting needs and requests.
• In Gas department, works with 9-1-1, the public, customer service and gas customers on reported gas leaks or other gas related issues.
• In Gas department, navigates the customer and meter card and work order databases to update and relay information as needed.
• In Gas department, supports and backups inventory clerk.
• In Gas department, collects, records, and tracks temporary gas services, red tags, and any door tags pertaining to gas related issues.
• In Gas department, coordinates, records, and tracks appropriate training for gas department personnel.
• Maintains supply inventory, orders and/or picks up supplies when necessary.
• Maintains regular and predictable in person attendance during regular City business hours is required.
• Must undergo and successfully complete drug test and alcohol screening prior to employment and undergo and successfully complete future drug test and/or alcohol screening pursuant to the City's Drug and Alcohol policy.

Additional Functions:

• Operate a two-way radio in performance of duties.
• Prepares payroll.
• Serves as courier when requested.
• Performs other related duties as required, necessary, or assigned.

Minimum Qualifications:

• High school diploma or GED; supplemented by college level course work or vocational training in secretarial and computer skills preferred; supplemented by one (1) year previous experience and/or training involving secretarial and clerical work required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
• Must possess and maintain a valid driver's license.
• Typing/keyboarding speed of 30 w.p.m. is required.

Performance Aptitudes:

• Data Utilization: Requires the ability to calculate and/or tabulate data. Includes performing subsequent actions in relation to these computational operations.
• Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
• Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Verbal Aptitude: Requires the ability to utilize a wide variety of reference and descriptive data and information.
• Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Functional Reasoning: Requires the ability to carry out instructions furnished in written, oral, or diagrammatic form. Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action.
• Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change.

ADA Compliance:

• Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
• Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.
• Environmental Factors: Performance of essential functions may require exposure to adverse environmental conditions, such as violence, disease, or pathogenic substances.

This job description does not constitute a contract of employment. Any oral or written statements or promises to the contrary are hereby expressly disavowed and should not be relied upon by any prospective or existing employees. This job description is subject to change by the employer (the City of Henderson) at the discretion of the employer, or as the needs of the employer and/or requirements of the job change. The City of Henderson explicitly reserves the right to modify any of the provisions of this job description at any time and without notice. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties or essential functions does not exclude them from the position if the work is similar, related, or a logical assignment to the position.