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Secretary-police

5 months ago

Port Arthur, United States City of Port Arthur Texas Full time

**SALARY:**:$20.5183 - $25.5654, Hourly (DOE&Q) NON-EXEMPT

**OPENING DATE:**:04/24/2024

**CLOSING DATE:**:04/30/2024 by 5:00 P.M.**:
**JOB SUMMARY**:
To perform a wide variety of responsible secretarial and clerical duties in support of the staff and activities of a division within a department, and to provide general information and assistance to the public.

**DISTINGUISHING CHARACTERISTICS**:
This is the entry/journey level class in the secretarial series and is distinguished from lower level clerical classes by the level of difficulty of assigned duties encompassed in acting as a personal secretary to a member of middle management staff. In addition, positions of this class are distinguished from those allocated to the Administrative Secretary class by the scope and complexity of duties assigned to a position providing secretarial support to a city department head.

**SUPERVISION RECEIVED AND EXERCISED**:
Receives general supervision from a division manager or other management staff.

May exercise functional and technical supervision over clerical staff.

**EXAMPLES OF IMPORTANT RESPONSIBILITIES AND DUTIES**: - Essential and other important duties and responsibilities may include, but are not limited to, the following:
Provide clerical and secretarial support to assist designated division staff in the completion of their duties and responsibilities.

Compose, prepare and review a variety of memorandums, correspondence, reports, public notices, bills and documents as assigned; type and proofread assigned materials; complete various forms; prepare and distribute reports for review and use; prepare and maintain a variety of forms used by an assigned division; copy and collate materials as necessary.

Screen office and telephone callers; respond to complaints and requests for information related to regulations, procedures, systems and precedents of assigned division or section; receive and route mail.

Compile, assemble and input data into computer for various uses.

Maintain calendars of division activities, meetings and various events; coordinate activities with other city departments, the public and outside agencies.

Prepare and maintain a variety of files and filing systems; prepare, maintain and update various records; verify information as requested.

Perform general clerical work including filing, scheduling, appointments and processing personnel, payroll and purchase requisitions and reimbursements requests.

Research, compile and analyze data for special projects; collect and assemble data and background materials for a variety of reports.

Schedule travel arrangements, reservations, daily operations or meetings for division staff as assigned.

Order and maintain office supplies.

May attend and provide assistance at night meetings related to city functions.

Perform related duties as assigned.

**QUALIFICATIONS**:
**Knowledge of**:
Proper public contact and telephone etiquette.

English usage, spelling, grammar and punctuation.

Modern office methods, practices, procedures and equipment, including computers.

Business letter writing and basic report preparation.

Record keeping and basic reporting procedures.

**Ability to**:
Tactfully respond to requests and inquiries from the general public.

Simultaneously perform a variety of responsible clerical and secretarial functions.

Understand the organization and operation of the city and of outside agencies as necessary to assume assigned responsibilities.

Compile and maintain complex and extensive records.

Independently prepare a variety of correspondence.

Work independently in the absence of supervision.

Maintain effective audio-visual discrimination and perception needed for:

- _making observations_
- _reading and writing_
- _operating assigned equipment_
- _communicating with others._

Maintain mental capacity which allows the capability of:

- _making sound decisions_
- _demonstrating intellectual capabilities._

Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include the following:

- _sitting for extended periods of time_
- _operating assigned equipment._

Analyze situations carefully and adopt effective courses of action.

Establish and maintain cooperative working relationships with those contacted in the course of work.

Communicate effectively, both orally and in writing.

Operate and use modern office equipment.

Type at a speed necessary for successful job performance.

**EXPERIENCE AND TRAINING GUIDELINES**: - Any combination equivalent to experience and training that could likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
**Experience**:
One (1) year of responsible secretarial or clerical experience, as well as skill in Microsoft Applications (i.e., Word, Excel, PowerPoint).

**Training**:
Must have completed the twelfth grade and possess a high school diploma, or have a GED.

Additional sp