administrative secretary

Mason City Clinic

<div>Thank you for your interest in employment with the Mason City Clinic. To be considered for employment, we must receive your completed employment application. You may pick up an application at our main clinic location at 250 S. Crescent Drive, Mason City, IA. We encourage all applicants to include a detailed resume&rsquo; showing all work experience, however it cannot be substituted for a completed employment application. Submit application: 

<h2 class="jobSectionHeader">
Benefits</h2>

Mason City Clinic offers a comprehensive benefits package to eligible employees. Generally, the benefits are effective the first of the month following date of hire. Our benefit package currently includes:
<div>
<div><ul><li>Health insurance</li>
<li>Dental insurance</li>
<li>Life insurance</li>
<li>Disability insurance</li>
<li>Accidental death and dismemberment insurance</li>
<li>Long-term care insurance</li>
<li>Paid time Off (PTO) plan (accrued vacation and sick time)</li>
</ul></div><div><ul><li>Jury duty leave</li>
<li>Paid holidays</li>
<li>Bereavement leave</li>
<li>Flexible spending accounts</li>
<li>401(k) profit sharing plan</li>
<li>Continuing education</li>
<li>License renewal reimbursement</li>
<li>On-site fitness center</li>
</ul>
</div></div>Generally, regular employees working 30 or more hours per week are eligible to participate in the benefits programs. Benefits and premiums are prorated for staff working less than 40 hours, although there are some minimum work-hour requirement policy restrictions by the insurance companies. This is only a summary of the benefits available. More detailed information will be provided at the time of interview. All benefits are provided at the discretion of the corporation and are subject to change.</div>
 <div><div><div>General Summary:
 
Under general supervision and in accordance with established policies and procedures, provides administrative
 
and clerical support to clinic physicians and the management team. Responsibilities include preparing and
 
distributing reports and correspondence, answering and screening telephone calls, greeting visitors, and
 
coordinating appointments and meetings. The position also assists with provider credentialing activities,
 
including license renewals and hospital re-credentialing applications, ensuring required documentation is
 
completed and submitted by established deadlines. Maintains administrative records and composes routine
 
correspondence as needed.
 
 
Principal Duties and Responsibilities: 
 
1. Provides administrative support to clinic physicians and management by preparing, photocopying,
 
distributing, and filing reports, correspondence, agendas, minutes, call schedules, and other documents. 
 
2. Answers and screens telephone calls, records messages, and answers and/or completes routine
 
questions and requests when possible. 
 
3. Greets visitors, obtains information, answers routine questions, provides assistance or directions, and
 
informs the necessary parties of the visitor's arrival. 
 
4. Contacts appropriate individuals to arrange various appointments, meetings, interviews, luncheons,
reservations, place advertisements, request services, and other events as directed. 
 
5. Assists the Administrator with department meetings by sending reminders, preparing agenda packets,
 
copying materials, and filing or scanning meeting documentation. 
 
6. Sorts, dates, and distributes incoming administrative and accounting mail. 
 
7. Creates, distributes, and updates monthly on-call schedules for designated departments. 
 
8. Assists with the new hire process by scheduling pre-employment health appointments, initiating
 
background checks, scheduling orientation, and completing E-Verify documentation.
9. Provides a portion of safety and compliance training for all newly hired staff. 
 
10. Tracks and files acknowledgment forms, performance reviews, training and/or certification completion
 
documents and other related HR paperwork.
11. Creates updates and maintains employment and other employment required files. 
 
12. Completes necessary paperwork for physicians and staff when they exit employment from the
</div></div><div><div>CLINIC Administrative Secretary I
 
JOB DESCRIPTION 
 
 
organization. 
 
13. Assists clinic staff with benefits-related questions and personnel paperwork as needed. 
 
14. Coordinates credentialing and licensing processes for physicians and advanced practice providers
 
(APPs), including assisting with applications for initial and renewal of professional licenses, insurance
 
enrollments, and hospital privileges. 
 
15. Obtains provider signatures, maintains copies of documentation, submits completed applications to
 
appropriate agencies, and monitors deadlines to ensure timely completion. 
 
16. Tracks provider certifications such as medical licenses, Basic Life Support (BLS), and mandatory
reporting requirements; notifies of upcoming expiration dates and records updated documentation. 
 
17. Collects and enters data into directories, databases and spreadsheet files such as addresses, license
 
numbers listing, expiration dates, physician continuing medical education (CME) hours, physician
 
curriculum vitae, expense reports, daily bulletin, feedback surveys, contracts and so forth in order to
 
update reports and files. 
 
18. Coordinates Resident Orientation training. Coordinates cleaning of resident apartments when current
 
resident is leaving. 
 
19. According to general guidelines, distributes building access cards and maintains up-to-date record of
 
same. 
 
20. Prepares greeting cards and routine correspondence for signature and mailing according to established
guidelines. 
 
21. Monitors office supply inventory and places orders for items requiring replenishment. 
 
22. Responsible for proper maintenance of equipment including changing toner cartridges, adding paper,
 
and so forth. Contacts appropriate repair personnel as necessary. 
 
23. Maintains strict confidentiality of personnel, provider, and organizational information. 
 
24. Conducts special projects and studies as directed by Clinic physicians and management. 
 
25. Actively participates in the process improvement initiatives and seeks to identify and resolve issues
 
through teamwork and collaboration. 
 
26. Assists with special projects and studies as assigned by clinic physicians or management.
27. Performs other duties as assigned.
</div></div><div><div>CLINIC Administrative Secretary I
 
JOB DESCRIPTION 
 
 
Knowledge, Skills and Abilities Required: 
 
1. Ability to read, write, comprehend and follow verbal or written instructions. Basic working-knowledge
 
of word processing and spreadsheet software. Ability to perform simple arithmetic calculations in order
 
to perform the duties described above. The knowledge, skills and abilities at this level are normally
 
acquired through completion of high school education plus six-twelve months of post-high school
 
business courses and/or a sufficient combination of work experience, training and/or education which
 
demonstrates possession of and competency in requisite knowledge, skills and abilities. 
 
2. Working knowledge of Microsoft Excel and Word software. 
 
3. Approximately six to twelve months of work-related experience necessary in order to become familiar
 
with Clinic physicians, personnel, and locations and to learn Clinic policies and procedures. 
 
4. Strong interpersonal skills necessary in order to interact with Clinic and public contacts in a courteous
 
and tactful manner when performing the duties described above. 
 
5. Analytical skills necessary in order to arrange appointments involving multiple participants, schedule
 
meetings, prioritize tasks to meet deadlines, maintain records, tabulate expenses, prepare reports, and
 
the like. 
 
6. Ability to sit and concentrate and pay close attention to detail for approximately seventy-five percent of
 
the time when gathering, assembling, tabulating, preparing reports, and so forth. 
:
 
 
Works in normal office environment where there are few, if any, physical discomforts due to dust, dirt, noise
 
and the like.
 
 
Reporting Relationships:
 
Reports to Administrator. 
 
Administrator
 
 
The above is intended to describe the general content of and the requirements for the performance of this job. It is not to be construed as an
 
exhaustive statement of duties, responsibilities or requirements. 
 
Revised 10/96
 
Revised 3/2008, 12/2013, 4/2015
 
Revised 7/2017
 
Revised 7/2020
 
Revised 3/2021
 
Reviewed 2/2022
 
Reviewed 10/2022
 
Revised 1/2023
 
Reviewed 10/2023, no chgs
 
Revised 3/11/2026
 
 
V:\M_TEAM\HR\JOB DESCRIPTIONS\Administrative Secretary I.doc
</div></div><div><div>CLINIC Administrative Secretary I
 
JOB DESCRIPTION 
 AND PHYSICAL DEMANDS WORKSHEET
Date: 12/2013
Job Title: Administrative Secretary Department: Administration
1. Physical Activities 
 
 
 
Does Not Occasionally Periodically Frequently Very frequently Continuously
Activity Apply (8-10%) (11-20%) (21-50%) (51-80%) (80% or
more)
 
 
Balancing X
 
 
Bending X
 
 
Climbing X
 
 
Crawling X
 
 
Crouching X
 
 
Kneeling X
 
 
Reading X
 
 
Sitting X
 
 
Squatting X
 
 
Standing X
 
 
Stooping X
 
 
Walking X
2. Lifting and/or Pushing and Pulling 
 
 
 
Does Not Occasionally Periodically Frequently Very frequently Continuously
Weight Apply (8-10%) (11-20%) (21-50%) (51-80%) (80% or
more)
 
 
0-10 pounds X
 
 
10-20 pounds X
 
 
20-30 pounds X
 
 
30-60 pounds X
 
 
Over 60 pounds X
</div></div><div><div>CLINIC Administrative Secretary I
 
JOB DESCRIPTION 
 
 
3. Carrying and/or Pushing Pulling 
 
 
Does Not Occasionally Periodically Frequently Very frequently Continuously
Weight Apply (8-10%) (11-20%) (21-50%) (51-80%) (80% or
more)
 
 
0-10 pounds X
 
 
10-20 pounds X
 
 
20-30 pounds X
 
 
30-60 pounds X
 
 
Over 60 pounds X 
 
4. Visual Activity 
 
 
Level Yes No Comment
 
 
Near Vision X
 
 
Far Vision X
 
 
Depth Perception X
 
 
Fine Discriminate Detail X
 
 
Color Vision X
 
 
Field of Vision X 
 
5. Auditory Activity 
 
 
Level Yes No Comment
 
 
Distinguish Sounds X
 
 
Distinguish Pitch X
 
 
Distinguish Tone X
 
 
Hear Speech X
</div></div><div><div>CLINIC Administrative Secretary I
 
JOB DESCRIPTION 
 
 
6. Sensory Activity (Touch &amp; Smell) 
 
 
Level Yes No Comment
 
 
Distinguish Hot &amp; Cold X
 
 
Distinguish Range of X
Temperature
 
 
Distinguish Surfaces X
 
 
Fine Motor Skills to Grasp X
 
 
Manual Dexterity X Keyboarding skills
 
 
Detect Odors X
 
 
Distinguish Odors X 
 
7. Verbal Activity 
 
 
Level Yes No Comment
 
 
Make Sounds X
 
 
Form Words X
 
 
Speak Loudly X
 
 
Speak Softly X 
 
8. Mental Activity 
 
 
Does Not Occasionally Periodically Frequently Very frequently Continuously
Activity Apply (8-10%) (11-20%) (21-50%) (51-80%) (80% or
more)
 
 
Performing X
detailed tasks
 
(bookkeeping,
transcribing, etc.)
 
 
Subjected to X
interruptions
 
 
Subjected to X
changing work
priorities
</div></div><div><div>9. Hazardous Conditions 
 
 
Does Not Occasionally Periodically Frequently Very frequently Continuously
Activity Apply (8-10%) (11-20%) (21-50%) (51-80%) (80% or
more)
 
 
Exposure to X
marked changes
in temperature &amp;
humidity
 
 
Exposure to X
electrical shock
 
 
Exposure to X
vapor, fumes &amp;
gases
 
 
Exposure to X
radiation
 
 
Exposure to X
infectious disease
 
 
Driving X
automotive equip.
 
 
Exposure to X
weather elements 
 
 
 
 
 
 
V:\M_TEAM\HR\JOB DESCRIPTIONS\Administrative Secretary 7-2020.doc</div></div></div>

Administrative Secretary

West Central Illinois Special Education Cooperative

Job Summary We are seeking a highly organized Administrative Secretary to join our team! This vital role offers the opportunity to support daily office operations, streamline administrative processes, and enhance overall office efficiency. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills.Duties<ul><li>Answer multi-line phone systems with professionalism and courtesy, ensuring excellent phone etiquette and customer support.</li><li>Perform data entry, filing, and document proofreading to maintain accurate records</li><li>Utilize computer skills with proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google</li><li>Support clerical duties including typing documents, organizing files, maintaining office supplies, and supporting personal assistant functions as needed.</li></ul>Experience<ul><li>Previous office experience or administrative support roles demonstrating strong organizational skills.</li><li>Experience in clerical work is essential.</li><li>Demonstrated proficiency with computer literacy including Microsoft Office applications, Google Workspace, data entry, proofreading, and calendar management.</li><li>Strong time management skills with the ability to prioritize tasks efficiently in a busy environment.</li></ul>Pay: $17.65 per hourBenefits:<ul><li>Dental insurance</li><li>Flexible spending account</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Work Location: In person

Vaccine Industrial Company

<div>
 
 We are seeking a highly organized and proactive Secretary to provide comprehensive administrative support to our Research &amp; Development team. The ideal candidate will be detail-oriented, discreet, and comfortable working in a fast-paced, innovation-driven environment.
 
 
 Key Responsibilities
 
 <ul>
 <li>
 Manage and maintain executives' calendars, schedule meetings, and coordinate appointments
 </li>
 <li>
 Handle incoming and outgoing correspondence (emails, letters, calls) on behalf of the R&amp;D department
 </li>
 <li>
 Prepare, format, and proofread technical documents, reports, presentations, and meeting minutes
 </li>
 <li>
 Organize and maintain confidential files, records, lab documentation, and research archives
 </li>
 <li>
 Coordinate travel arrangements and itineraries for R&amp;D staff and visiting researchers
 </li>
 <li>
 Liaise with internal departments, external vendors, academic institutions, and regulatory bodies
 </li>
 <li>
 Assist in tracking research project timelines, deadlines, and deliverables
 </li>
 <li>
 Manage procurement of office and lab supplies; monitor departmental budgets and expenses
 </li>
 <li>
 Support organization of seminars, conferences, workshops, and R&amp;D review meetings
 </li>
 <li>
 Maintain confidentiality of proprietary research and sensitive company information at all times
 </li>
 </ul>
 
 Qualifications &amp; Requirements
 
 
 
 Education:
 
 Bachelor's degree in Business Administration, Office Management, or related field. Diploma in Secretarial Studies is an advantage.
 
 
 
 Experience:
 
 Minimum 2&ndash;4 years as a secretary or executive assistant; experience in a technical or R&amp;D environment is strongly preferred.
 
 
 
 Skills:
 
 
 <ul>
 <li>
 Excellent written and verbal communication in English
 </li>
 <li>
 Proficiency in MS Office Suite and document management systems
 </li>
 <li>
 Strong organizational and time-management skills
 </li>
 <li>
 High level of discretion with confidential information
 </li>
 <li>
 Familiarity with scientific terminology and research documentation is a plus
 </li>
 </ul>
 
 Competencies
 
 
 Attention to detail &middot; Proactive &amp; self-motivated &middot; Strong interpersonal skills &middot; Problem-solving &middot; Adaptability
 
 
 Salary 3K
 
</div>

Children's Home Society of Florida

<div>Children's Home Society of Florida

Since opening our doors in 1902, CHS became a part of Florida's history.

CHS has been committed to growing and evolving to provide the right services and solutions to address the needs of children and families throughout the changing times. Every day, our team works with parents and kids to empower them and encourage them. With innovative technology solutions and a dedicated, experienced team throughout the state, we&rsquo;re changing the face of foster care and positively impacting children and families&rsquo; lives for generations to come.

Join our team to continue to do good and create history serving Florida's children and families!

The Administrative Secretary provides efficient, customer-focused, high quality administrative services that support CHS business functions and operations. The incumbent contributes to the CHS high performance culture by exhibiting our values and providing quality results that position CHS as the leader in delivering proactive behavioral health, case management, community and early childhood solutions for children and families.

WHY JOIN CHS?
<ul>
<li>Uplifting mission-driven work culture</li>
<li>Make an impact in your community and become a part of Florida's history!</li>
<li>Growth and professional development opportunities</li>
<li>Great benefits package, including generous paid time off and holidays</li>
<li>Opportunity to make a positive difference in children and families within your own community!</li>
</ul>
Primary Job Functions

1. Provide efficient, customer-focused, high quality administrative services that support CHS business functions and operations.
<ul>
<li>Perform administrative activities, including taking calls, typing memos, letters, reports, taking notes, performing clerical accounting and data collection/entry, photocopying, faxing, etc.</li>
<li>Sort, open and distribute incoming mail; prepare outgoing mail and packages; accept package deliveries.</li>
<li>Schedule appointments and arrange travel schedules, reservations and other accommodations for team members.
</li><li>Set up and/or maintain files, records storage.</li>
<li>Maintain current phone number or extension listing.</li>
<li>Order and maintain inventory of office supplies, CHS branded letterhead and other materials, as needed.</li>
<li>Greet clients and visitors; screen for access and provide badge for entry; maintain daily visitors log, when needed.</li>
<li>Verify that break rooms, refreshment stations, meeting rooms are returned to original condition at the end of each day.</li>
<li>Manage petty cash.</li>
<li>Support invoice approval and coding processes; prepare mileage /travel expense reports for team members.</li>
<li>Run errands upon request.</li>
<li>Provide back-up for other administrative team members, when needed.</li>
</ul>
2. Contribute to a positive, engaging work environment.

<ul><li>Provide coverage for other administrative support team members, as needed.</li>
<li>Keep up-to-date on various community resources to assist callers, visitors and team members where needed.</li>
<li>Participate actively in departmental meetings, training and education, as well as the quality and safety processes.</li>
<li>Comply with CHS&rsquo;s code of conduct, policies, procedures and other obligations.</li>
<li>Pick up projects on the fly; perform other duties as assigned from time to time.</li>
<li>Demonstrate the CHS Common Bond Values in the performance of all job duties.</li>
</ul>
Job Qualifications

Education, Licenses &amp; Certifications:
<ul>
<li>High school diploma or GED equivalent, required.</li>
<li>Florida Driver&rsquo;s License within 30 days from hire with daily access to a reliable and insured vehicle, required.</li>
</ul>
Experience:
<ul>
<li>Two years of administrative support experience, or formal training in secretarial or office administration, required.</li>
<li>Experience working in a social service or non-profit organization, preferred.</li>
</ul>
Competencies

Knowledge of:
<ul>
<li>WORD PROCESSING AND SPREADSHEET APPLICATIONS</li>
</ul>
Skills and Proficiency in:
<ul>
<li>Planning, project management, organization and time management</li>
<li>Oral and written communication, including presentation and platform</li>
<li>Collaboration, teamwork, consulting, facilitation, coaching and mentoring</li>
<li>Computer systems and MS Office, including Word, Excel and Outlook]</li>
<li>Typing speed of 45-50 wpm</li>
</ul>
Ability to:
<ul>
<li>Speak, read and write English at the high school level, including accurate spelling and grammar.</li>
<li>Learn and operate office equipment, including copiers, fax machines, and telephone systems.</li>
<li>Carry out assigned duties to provide CHS with capability to operate its business during a declared disaster/emergency.</li>
<li>Perform at a high level of autonomy, with general supervision.</li>
<li>Plan, organize and manage time, handling multiple tasks at once.</li>
<li>Solve practical problems using sound judgement.</li>
<li>Communicate clearly and concisely, orally and in writing.</li>
<li>Develop interpersonal relationships, collaborate and act as part of a team.</li>
<li>Perform under strong demands in fast-paced, diverse, sometimes ambiguous environment.</li>
<li>Maintain professional boundaries and handle confidential information appropriately.</li>
<li>Handle highly stressful and sensitive situations in a professional manner.</li>
<li>Meet critical deadlines, while maintaining attention to detail, accuracy and quality.</li>
<li>Commit to providing high customer satisfaction with positive service delivery results.</li>
<li>Demonstrate the behaviors of the CHS Common Bond Values.</li>
<li>Be energetic, passionate and adaptable with a deep commitment to social service, empathy for children and families and a positive approach to embracing and managing change.</li>
</ul>
All applicants are subject to background screening through the Florida Agency for Health Care Administration (AHCA). For more information, visit https://info.flclearinghouse.com

 Together, good can be done.</div>

North Carolina Department of Correction

<div>Agency
Adult Correction
Division
COO - OPS - Institutions Operations
Job Classification Title
Administrative Specialist I (S)
Position Number
60067197
Grade
NC08
About Us
The NC Department of Adult Correction is one of the largest state agencies with more than 14,000 employees. It is responsible for safeguarding and preserving lives and property through prevention, protection, and preparation as well as the care, custody, and supervision of all adults sentenced for violating North Carolina laws. This department includes state prisons with custody, healthcare, and facility operations staff as well as probation/parole officers who supervised sentenced people in the community. Other divisions include Administration, Health Services, Rehabilitation &amp; Reentry, Special Operations and the Post-Release Supervision &amp; Parole Commission. We have a mission that matters!
Description of Work
This position is located at Roanoke River Correctional Institution in Halifax County. This position will have a primary function of public contact for the Warden's Office by making and receiving telephone calls, receiving and directing visitors, and attending meetings. This position composes correspondence independently or from rough drafts provided by the Warden. The correspondence may be directed to offenders, staff, DAC management and/or the general public.
Knowledge Skills and Abilities/Management Preferences
Responsibilities of this position requires careful review of the content of work being completed to assure that it conforms with DAC guidelines. The position will process and act on confidential information directly to or from the Warden. The Administrative Specialist I will maintain the Warden's calendar to include recording action dates and scheduling of appointments. This position will schedule facility staff meetings, record and prepare minutes for meetings held by the Warden, and disperse information as necessary. This position will process the Warden's mail by opening, inspecting, date stamping and collating related documents and files for review and action by the Warden or appropriate manager.
This position handles significant amounts of sensitive and confidential information concerning offenders, staff and other issues. This confidential information involves written and verbal communication generated by the Warden, which was received from other staff and external sources. This position helps to ensure all confidential information is identified and utilizes appropriate filing, typing, data entry, and communication skills to maintain confidentiality. Work in this area requires the position to maintain complete confidentiality when dealing with staff and offenders. Other sensitive areas include typing reports that deal with employee disciplinary actions, issues related to inappropriate conduct/activities, and/or criminal acts committed by staff or offenders in which other local and state enforcement agencies are involved. This position has authority to work directly with members of the facility management team and section heads as the Warden's liaison. Functions include information gathering and preparation of monthly and annual reports, planning and organizing special projects, support committee activities, and community involvement activities. In addition, this position could be assigned to work other areas of the institution as needed.
Salary Range: $39,244-$68,679
Knowledge Skills and Abilities/Management Preferences
<ul><li>Documented knowledge of clerical/secretarial skills
</li><li>Documented knowledge in the use of office machines
</li><li>Documented proficiency in Microsoft Office programs
</li></ul>This is a full-time position (40 hours per week) with State Benefits .
Note to Current State Employees :
State employees are encouraged to apply for positions of interest even if the salary grade is the same as, or lower than, their current position. If selected for this position, a new salary will be recalculated taking into consideration the quantity of relevant education and experience, funding availability, and internal equity. Based upon these factors, a pay increase May result.
Minimum Education and Experience
Some state job postings say you can qualify by an &ldquo;equivalent combination of education and experience.&rdquo; If that language appears below, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both. See the Education and Experience Equivalency Guide for details.
High school diploma or General Educational Development (GED) diploma and two years of related administrative experience; or equivalent combination of education and experience.
EEO Statement
T he State of North Carolina is an Equal Employment Opportunity Employer and dedicated to providing employees with a work environment free from all forms of unlawful employment discrimination, harassment, or retaliation. The state provides reasonable accommodation to employees and applicants with disabilities; known limitations related to pregnancy, childbirth, or related medical conditions; and for religious beliefs, observances, and practices.
Recruiter:
Rhonda Dale Newman
Email:
recruiters@dac.nc.gov</div>

NOK Human Capital

<div>
 
 Requirements :
 
 
 
 
 
 - Bachelor&rsquo;s degree in Business Administration, Commerce, Arts, or related field.
 
 
 - 5&ndash;7 years of experience in executive secretarial roles (preferably in an industrial/manufacturing environment).
 
 
 - Excellent command of Microsoft Office (Word, Excel, Outlook).
 
 
 - Good command of English (written and reading) is preferred.
 
 
 - Location: 10th of Ramadan
 
 
 
 
 
 Key Responsibilities:
 
 
 
 
 
 - Organise and manage the General Manager&rsquo;s daily, weekly, and monthly schedule.
 
 
 - Prepare follow-up and monthly performance reports.
 
 
 - Monitor the implementation of assigned tasks across departments.
 
 
 - Manage incoming and outgoing correspondence (emails and official letters).
 
</div>

City of Grapevine

<div>
 
 Duties
 
 
 
 The incumbent, with a high degree of independent judgement and discretion, performs full secretarial and administrative duties for executive level managers with general instructions. The incumbent performs secretarial, full clerical, administrative and general office duties involving transcription, typing, recording and file maintenance, mail distribution and telephone reception. This position requires greater independence and responsibility than the Secretary and Clerk Typist positions.Typically this position reports to a position responsible for a major function or department (i.e., Public Works, Police, etc.). The incumbent has frequent access to confidential and sensitive information and files. Day-to-day contacts include persons at all levels within city organization, community residents and outside business executives. This position requires a thorough understanding of the content of the principal's job and method of operation. This implies knowledge of the department and city operations and procedures. Typical duties include:
 
 
 <ul>
 <li>
 Furnishing and obtaining information from other executives/principals or outside representatives. Consults and reviews correspondence prepared by others for executive's signature for accuracy of information. Maintains executive's confidential or personal files.
 </li>
 <li>
 Organizes and communicates executive's instructions or desires to various individuals and/or department manager(s).
 </li>
 <li>
 Receives and screens telephone calls, letters and/or visitors. Personally handles problems or questions of a less technical nature, answers routine questions, and furnishes information, when possible and efficient.
 </li>
 <li>
 Composes, types and edits correspondence and memoranda using a variety of office and word processing equipment. Routes and answers routine correspondence not requiring supervisor's attention.
 </li>
 <li>
 Prepares special reports, gathering necessary information and summarizing data. Organizes and maintains supervisor/department files including correspondence, records, etc., and follows up on pending matters.
 </li>
 <li>
 Makes arrangements and schedules appointments as directed by supervisor(s). Coordinates arrangements for meeting and conferences, establishing meeting time, location and contacts attendees.
 </li>
 <li>
 Organizes, evaluates and expedites workload through supervisor's office. May assign or schedule work and train other secretaries assigned same function or department. Initiates follow-up actions.
 </li>
 <li>
 Transcribes dictation, often of a technical and/or confidential nature and operates computer terminal and printer or other common office equipment for data storage and retrieval.
 </li>
 <li>
 Performs related duties as directed when such duties are a logical and appropriate assignment to the position.
 </li>
 <li>
 Regular and timely attendance are required for this position.
 </li>
 <li>
 Interacts professionally and respectfully with the public, coworkers and others in the course of daily work.
 
 
 </li>
 </ul>
 
 When assigned to the Fire Prevention Division within the Fire Department, responsibilities include:
 
 
 
 <ul>
 <li>
 Serving as the primary point of contact for building contractors
 </li>
 <li>
 Creating, processing, retaining, and issuing permits and related records
 </li>
 <li>
 Scheduling inspections for division personnel
 </li>
 <li>
 Maintaining Safety Data Sheets (SDS) and Tier II reports
 </li>
 <li>
 Responding to Open Records requests in a timely and accurate manner
 
 
 </li>
 </ul>
 
 SKILLS, KNOWLEDGE AND ABILITIES
 
 
 
 <ul>
 <li>
 Must have knowledge of Microsoft Office suite and basic accounting skills.
 </li>
 <li>
 Requires acceptable level of proficiency on skills test to include keyboarding, proofreading, grammar, spelling and editing using Word and Excel software.
 </li>
 <li>
 Requires excellent organizational and communications skills.
 </li>
 <li>
 Must have excellent verbal and written communication.
 </li>
 <li>
 Must be comfortable working outside comfort zone with a willingness to learn.
 </li>
 <li>
 Must be a team player who is able to work in a fast-paced environment with deadlines.
 </li>
 <li>
 Ability to provide excellent customer services including a desire to help customers regardless of their circumstance.
 </li>
 <li>
 Ability to working independently and with minimal supervision.
 </li>
 <li>
 Must have the ability to learn additional applications as they are applied to working assignments.
 </li>
 <li>
 Ability to maintain cooperative-working relationships with employees and those contacted in the course of work.
 
 
 </li>
 </ul>
 
 Education, Experience And Other Requirements
 
 
 
 High school diploma plus two years of college and five years of secretarial and administrative experience for executive level managers/director or an equivalent combination of education, training and/or experience that provides the required knowledge, skills and abilities to perform the essential functions of the job.
 
 
 Ability to operate common office equipment with advanced word processing skills.
 
 
 Must have the ability to pass a typing test (minimum speed varies depending on the department), computer, and language arts skill tests (may include Basic Excel, Basic Word, Proofreading, Spelling, and Editing/Formatting depending on the department).
 
 
 Must pass a pre-employment drug screen.
 
 
 Administrative Secretary in the CMO and CVB must pass a credit check, Federal/National criminal background investigation, and have a valid driver&rsquo;s license with an acceptable driving record as defined by City policy.
 
 
 Administrative Secretary in the Fire Department must pass a credit check, Federal/National criminal background investigation, and have a valid driver&rsquo;s license with an acceptable driving record as defined by City policy. Due to Criminal Justice Information Security (CJIS) requirements, the candidate must never have been convicted, put on court-ordered community supervision, or probation for any criminal offense above the grade of Class B misdemeanor or a Class B misdemeanor within the last ten years from the date of the court order. Class A Misdemeanor Conviction, Deferred Adjudication or Felony Conviction are permanent disqualifiers.
 
 
 Administrative Secretary in Public Works must have a valid driver&rsquo;s license with an acceptable driving record as defined by City policy.
 
 
 
 WORKING CONDITIONS
 
 
 
 While performing the essential functions of this position the employee is rarely exposed to disagreeable environmental factors.
 
 
 
 PHYSICAL DEMANDS
 
 
 
 The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
 
 While performing the essential functions of this job the employee is regularly required to perform light to medium work that involves walking or standing, use the computer keyboard and mouse, use hands to finger, handle, or feel, reach with hands and arms, talk and hear, stand, walk, and stoop, or crouch. This position requires occasionally lifting and/or moving up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. This job requires the ability to work in an office environment where the noise level is usually moderate.
 
 
 The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. They are not intended to be an exhaustive list of responsibilities, duties and skills required. This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and the job requirements change.
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Administrative Secretary - Fire Department

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Administrative Secretary - Fire Department