Part-Time Management Services Secretary II

3 weeks ago

Layton, United States Layton City Full time
Job DescriptionJob DescriptionHOURS

Monday - Thursday 8:00 am - 12:30 pm

Every-other Friday 8:00 - 5:00 pm


GENERAL PURPOSE

Performs a variety of working level complex clerical duties as designed to expedite the functions of the Management Services Department.


ESSENTIAL FUNCTIONS

Promotes and follows the City's mission statement, values and expectations.

Performs a full range of routine secretarial duties as needed to provide secretarial, clerical, and administrative support to department and division heads; acts as a receptionist; answers phones and routes calls; takes and relays messages; provides information to inquiring parties; responds to general questions related to department services and functions; transcribes material into documents, letters, reports, memos, or other general correspondence; composes routine letters and informative notices.

Types/word processes various reports, documents, letters, memos or other general correspondence; reviews content for accuracy and completeness; makes grammatical and technical changes to content as needed; performs routine research and gathers data as needed to compile or complete reports and projects.

Schedules appointments for the Management Services office; receives, screens, and distributes all department mail.

Operates a personal computer and various software applications for doing word processing, spreadsheet and database functions.

Reconciles credit card receipts for the Management Services Department.

Coordinates passport acceptance services for the City and acts as a passport agent. Includes responding to questions about passport processing, tracks passport applications processed, stays informed of changes to the passport acceptance process and shares updates with other passport agents; receives and processes check and credit card payment for passport services; handles important documents and deals with confidential matters; takes passport photos and ensures correct background, lighting, and regulations are met; files documentation and forms for reporting and auditing as needed; ensures regulations, laws and policies are followed in all passport processing.

Advertises workshops, fairs, and trainings; creates and maintain databases.

Performs notary services.

Orders and maintains office supplies.

Assists Human Resource Technician with City communications as needed.

Assists the human resource function when time permits by issuing applications for employment; setting up interviews and testing appointments for applicants; preparing, merging and mailing applicant letters.

Scans, indexes, and files all personnel documents, drug tests, and other documents maintained by the Management Services Department.

Assists in processing and maintaining volunteer applications and corresponding documents.

Creates ID badges for all employees.

Performs other duties as assigned.



MINIMUM QUALIFICATIONS

High school diploma or GED plus two (2) years of specialized training in general office practices and procedures.

Two (2) years of responsible experience related to above duties or an equivalent combination of education or experience.

Must posses a valid Utah State Drivers License

Type 60 WPM.

Must be at least 18 years of age.

Must be a U.S. Citizen in order to perform Passport Agent duties.

Must obtain Notary Public certification within two (2) months of hire.

Must be certified as a passport agent within two (2) months of hire.



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