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SalaryThis position is in the Engineering Department and works under the direct Supervision of the City Engineer. This position is in the Unrepresented Employees Group and is subject to the terms and conditions of employment as specified in the current Unrepresented Salary and Benefits Resolution and the City's Personnel Policies & Procedures Manual.
This position has a heavy emphasis on customer service, coordination with contractors, developers, utility companies and residents, processing of encroachment permits, coordination with various departments within the City, processing of invoices for grant reimbursements, secretary for Traffic Safety Commission, processes mapping items with the County of Fresno and coordinates meetings for the Engineering Department. Experience with Microsoft Word, Excel and Outlook is required. Must be able to understand and follow oral and written instructions. The successful candidate will be expected to establish, maintain and foster positive and harmonious working relations with those contacted in the course of work. Please review the job description below for employment requirements.
You MUST apply online at https://governmentjobs.com/reedley. No paper applications will be accepted.
The successful candidate will be required to undergo additional background clearance checks before the hiring process is complete.
For more information about applying for this position, you may contact Human Resources at (559) 637-4200 ext. 394.
The successful candidate will be required to undergo additional background clearance checks before the hiring process is complete.
For more information about applying for this position, you may contact Human Resources at (559) 637-4200 ext. 394.
E.O.E.
DEFINITION
Under direction, performs a variety of responsible and complex secretarial and administrative duties involved in support of a City department; and provides general information and assistance to the public.
SUPERVISION EXERCISED
- May exercise technical and functional supervision over clerical staff.
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
(may include, but are not limited to the following)
- Perform a wide variety of responsible and complex secretarial and administrative duties to ensure the smooth and efficient operation of the department to which assigned; disseminate information to appropriate personnel; direct work flow and ensure compliance with departmental guidelines, policies, and procedures.
- Plan, organize, and carry out administrative assignments; research, compile, and organize information and data from various sources on a variety of specialized topics related to programs in assigned area.
- Participate and assist in the administration of the assigned office; organize and manage all office activities associated with the office; participate in problem solving on various issues to enhance efficiency and operations of the department; recommend organizational or procedural changes affecting support activities.
- Direct the work activities of assigned clerical personnel; prioritize and coordinate work assignments; review work for accuracy.
- Screen office visitors and telephone callers; respond to requests for information and provide technical assistance to citizens regarding department policies, regulations, procedures, services, and operations; screen, sort, and distribute mail; respond to routine correspondence.
- Type and proofread a wide variety of reports, letters, forms, memoranda, correspondence, and statistical charts; type from rough draft or verbal instruction; take and transcribe dictation; distribute copies of materials.
- Verify and review forms and reports for accuracy, completeness, and conformance with established regulations and procedures; apply specialized knowledge of departmental and program policies and procedures in determining completeness of applications, permits, records, and files.
- Maintain department filing systems and records; develop and implement filing systems; modify systems as appropriate.
- Assist in a variety of department operations; perform special projects and assignments as requested.
- Maintain calendars of department activities, meetings, and various events; schedule City staff meetings or meetings between City staff and other groups or organizations; arrange for necessary materials to be available at meetings; coordinate travel arrangements for department staff as necessary.
- Serve as secretary to various committees, commissions, and task forces; prepare, copy, and distribute meeting agendas and related materials, minutes, resolutions, or other formal documents; coordinate transfer of materials to City Clerk for review by the City Council.
- Communicate with staff in other departments to exchange information and to coordinate activities and shared programs.
- Operate a variety of modern office equipment including copiers, computers, fax machines, and printers to enter and retrieve data and produce various documents and reports.
- Participate in the development, administration, and monitoring of the department's budget.
- Receive payments or fees; issue receipts; issue permits; maintain records of transactions.
OTHER JOB RELATED DUTIES
- Perform related duties and responsibilities as assigned.
JOB RELATED AND ESSENTIAL QUALIFICATIONS
Knowledge of:
- Operations, policies, and procedures of the department to which assigned.
- Office management principles.
- Principles and practices of fiscal, statistical, and administrative data collection and report preparation.
- Modern office procedures, methods, and equipment including computer equipment.
- Word processing methods and techniques.
- Applicable software applications.
- Practices and techniques of minute taking and preparation.
- Principles of business letter writing.
- Basic report preparation techniques.
- Principles and procedures of record keeping.
- Techniques used in public relations.
- English usage, spelling, vocabulary, grammar, and punctuation.
Skill to:
- Take and transcribe minutes at a speed necessary for successful job performance.
- Type at a speed necessary for successful job performance.
- Operate modern office equipment including computer equipment.
Ability to:
- Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
- Interpret and apply the laws, codes, and regulations pertaining to assigned programs and functions.
- Perform responsible and difficult secretarial and administrative work involving the use of independent judgment and personal initiative.
- Analyze situations carefully and adopt effective courses of action.
- Independently prepare correspondence and memoranda.
- Maintain confidential records and reports.
- Schedule and coordinate projects; set priorities; adapt to changing priorities.
- Work independently in the absence of supervision.
- Work cooperatively with other departments, City officials, and outside agencies.
- Respond to requests and inquiries from the general public and City personnel.
- Compile and maintain complex and extensive records and prepare routine reports.
- Exercise good judgement, flexibility, creativity, and sensitivity in response to changing situation and needs.
- Adapt to changing technologies and learn functionality of new equipment and systems.
- Communicate clearly and concisely, both orally and in writing.
- Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
Experience and Training Guidelines:
Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:
Experience:
- Three years of responsible secretarial experience involving assisting management or administrative staff with typing, filing, calendar coordination, public relations, and project coordination tasks.
Training:
- Equivalent to the completion of the twelfth grade supplemented by specialized training in business or secretarial science.
License or Certificate:
- Possession of a valid California Class C driver's license.
SPECIAL REQUIREMENTS
Essential duties require the following physical skills and work environment:
Physical Abilities: To successfully perform the duties of this position, the primary functions require sufficient hand and finger dexterity to type on a typewriter or computer keyboard for extended periods of time and/or intermittently; sufficient hand and finger dexterity to operate computers, copiers, fax machines, and other standard office equipment; sufficient physical ability to sit for prolonged periods of time; sufficient physical ability to stand for prolonged periods of time; sufficient ability to stand and sit intermittently.
Vision: To successfully perform the duties of this position, the incumbent needs to be able to see in the normal visual range with or without correction and to have sufficient vision to read computer screens and printed documents.
Hearing: To successfully perform the duties of this position, the incumbent needs to hear in the normal audio range with or without correction.
Environment: The work environment is a standard office environment, with exposure to computer equipment, copiers, fax machines, and other standard office equipment.
Employment Type: Full-Time
