Adminstrative Secretary I

2 weeks ago

Salt Lake City, United States Salt Lake City Full time

Position Title:

Adminstrative Secretary I - Planning Division

Job Description:

The Planning Division has a great opportunity for an administrative professional who thrives in a dynamic team environment. This person will work closely with the Deputy Director, serving as a semi-private assistant, as well as an assistant to Planning Staff to support operational needs.

The responsibility scope of this position includes payroll administration, budgeting, accounts payable, purchasing office supplies, maintaining detailed inventory records, and working on GRAMA and community requests. You will be assigned as support for several public commission meetings and responsibilities include but are not limited to, sending out event notices, posting information to the department’s websites, organizing online events, coordinating with city planners, attending meetings and taking minutes.

The ideal candidate will be dedicated to a high level of customer service, be a positive influence on others, and thrive in an environment with routinely shifting demands. They will possess a highly developed attention to detail, strong organization skills, and excellent communication abilities. Do you enjoy taking the initiative to find creative solutions, continually working to improve processes, and have the ability to work independently? We encourage you to apply to join us in a department where teamwork and collaboration are paramount to the culture.

Preference will be given to candidates who have administrative experience and/or skills that translate seamlessly into the office environment.

This position works a hybrid schedule.

Early application submittal is encouraged. This position will remain open until filled and may close at any time without notice.

This position includes a robust benefits package. Learn more about our benefits here: .

TYPICAL DUTIES:

May act as liaison with other departments, divisions, outside agencies, committees, or boards. Represents the department as is required.Takes and transcribes dictation. Type letters, memoranda, reports, forms and other materials from rough draft, and final working draft notes.Composes and type correspondence. May be authorized to respond in writing on behalf of a division or section.Performs other secretarial and clerical functions for division section or a City board, commission or committee may assemble, take and prepare minutes, agendas or other reports.Answers telephones and personal inquiries. Routes visitors, appointments, and other personnel. Provides information and referral to employees and the general public.Prepares and maintains reports and forms containing various types of information. Files correspondence, reports, records, or other information in accordance with department policy. Develops and maintains efficient and up-to-date filing systemArranges meetings and schedules out of town travel for departmental personnel.May coordinate issuance of office supplies, equipment, and furniture. Orders supplies, prepares and processes requisitions and verifies completed orders. Prepares vouchers, billings for division services, travel requests, other reports related to revenues collected and financial or budget statements. May be required to administer and disburse petty cash.May be designated timekeeper for division.May be required to supervise clerical staff to be lead person in secretarial pool. Assigns tasks and reviews work of subordinates.Performs other related duties as assigned.

MINIMUM QUALIFICATIONS:

Graduation from high school or the equivalent and four year’s work experience in an office performing secretarial or related clerical duties. The successful or office administration training may be substituted for one year’s experience if the course work is sufficient to be the equivalent.Proficient in the use of computers for filing system, word processing and/or spreadsheets, depending on departmental requirements. May require shorthand, speed write or accurately recording minutes of meetings in an efficient and satisfactory manner.Ability to operate various standard office equipment and other specified technical equipment such as: Laminator, paper folder, copiers and printers. Knowledge of modern office procedures, business English, Grammar, correspondence formats and composition.Ability to schedule appointments, develop and maintain complex filing system and keep orderly records.Working knowledge of standard office machinery and equipment.Ability to relate well with co-workers, supervisors, other employees and the general public. Must be able to provide leadership and direction to subordinates, establish priorities, organize assignments and assign tasks.Possession of a valid driver’s license or driving privilege card.

WORKING CONDITIONS:

Light physical effort. Handling of lightweights and pleasant working conditions with constant monitoring of computer video display screens.Intermittent exposure to stress as a result of human behavior.

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

Offers of employment are contingent on successful completion of a criminal background check in accordance with City policy and applicable law. Criminal offenses will be reviewed on a case-by-case basis and do not automatically disqualify a candidate from City employment.

POSITION TYPE

Full-Time

POSITION SALARY RANGE

$19.53/hr. - $25.94/hr.

DEPARTMENT

Community and Neighborhoods

Full Time/Part Time:

Full time

Scheduled Hours:

40

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