Executive Secretary/Office Manager

JOB SUMMARY: Responsible for performing secretarial/clerical/office administration duties for the Director and all department personnel in the Department of Economic and Community Development. This is an Economic & Community Development position and is subject to the provisions of the AFSCME collective bargaining agreement. AFSCME position. Salary is based on wage progression.

SPECIFIC DUTIES:
The duties of this job include, but are not limited to:

1. Performing office manager duties including but not limited to: maintaining the office condition and supporting staff with administrative tasks.

2. Scheduling meetings, public hearings and large group zoom meetings. Typing paperwork/handouts for meetings and appointments.

3. Recording and transcribingminutes of various committee meetings, public hearings, etc.

4. Typing reports and documents, e.g. Environmental Review Records, CDBG/HOME/ESG contracts, Monitoring Reports, Loan Agreements, contracts, contract amendments, etc.

5. Composing and typing routine correspondence for members of the Department as required, including memos, letters, emails, forms etc.

6. Answering main department telephone system and directing call to appropriate department personnel and/or appropriate bureaus or agencies; getting messages to the appropriate people, and/or attending to the callers/visitors’ needs.

7. Payroll clerk duties for the department. Recordkeeping of department staff’s paper timesheet/payroll/vacation/sick information. Keeping the files and documents of all payroll/attendance information etc. for HUD audit.

8. Opening, sorting and routing of incoming mail. Sending out mailings for the department.

9. Setting up files/binders for CDBG/ESG/HOME and other DECD Programs for each fiscal year, department correspondence, required HUD information, and other records as necessary.

10. Monitoring department supply inventory; ordering all general supplies for department.

11. Processing incoming Repository Bids for property that comes from Erie County Repository list for City approval. Take it through the several-step process to get it approved by Council, including contact with the bidders, Code Enforcement, Council, County Assessment Office, etc

12. Performing special projects and other duties as assigned.

QUALIFCATIONS:

• Education: High School Graduate
• 3-4 years office/secretarial experience
• Ability to type with speed and accuracy
• Proficient in Microsoft and Excel
• Ability tooperate office equipment – computer, printer, copier, scanner, transcribing equipment, etc.
• Ability to work with efficiency under pressure of deadlines, with work coming from multiple people.
• Ability to handle several projects simultaneously
• Strong written and oral communication skills, strong organizational skills
• Valid PA Driver’s License

Job Type: Full-time

Pay: $25.11 - $28.11 per hour

Expected hours: 35 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person