Secretary, Principal

Summary

The purpose of this classification is to perform complex secretarial, administrative, and accounting functions for the director and staff of a large, multi-faceted department.

Essential Functions

The following duties are normal for this classification. The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Specific duties listed may not be required for all positions within this classification, but are determined by the normal requirements for the particular position.
Prepares administrative, personnel and financial documents, specifically: purchase contracts, orders, time sheets, work orders, calendars, expenditures and invoices, and travel requests; obtains approvals; distributes documents to appropriate city departments for processing.
Processes incoming payments for department services; issues receipts; records payments; enters data into computer; reviews data to ensure accuracy and corrects any errors detected; reconciles receipts with applicable reports.
Receives department travel settlement forms from all divisions/subdivisions; reviews travel settlements for completeness and authorized signature; ensures city travel guidelines and policies have been followed.
Handles invoicing or disposition of incoming payments for division/department.
Enters department operational invoices and credit card receipts into the internal ledgers maintained for divisions/subdivisions.
Receives department operational invoices and credit card receipts from all divisions/subdivisions; reviews invoices and credit card receipts for proper accounting, which includes interpreting and applying accounting standards for financial reports to classify the expenditure; reviews invoices and credit card receipts for authorized signature; verifies that coding in Payment Net matches coding on credit card receipts; updates account coding in Payment Net as necessary.
Enters purchase order requisitions in MUNIS, which includes reviewing documents for authorized signature and appropriate supporting documentation.
Compiles and/or tracks administrative and/or statistical data pertaining to department or city operations; conducts research, gathers data, and makes calculations; compiles tables and summaries for statistical reports and budgets; prepares and summarizes departmental lists, reports and forms for supervisors, city departments, state or federal government agencies, and other organizations.
Schedules and/or attends meetings; records meeting date, time, and location; prepares agendas; ensures all involved parties are notified in a timely manner; records, transcribes, distributes, and files minutes.
Maintains departmental personnel files; compiles payroll and duty rosters, injury reports, phone lists; completes applications; processes forms to appropriate personnel, departments, or agencies; ensures copy of all required documents are in file.
Maintains departmental records; receives, copies and distributes documentation, specifically: correspondence, memoranda, logs, reports and related materials; reviews, processes, responds, and/or takes other action; files and retrieves records, data and documents from comprised and manual filing systems.
Prepares and maintains reports as assigned; analyzes reports for the highest level of quality and relevance.
Composes, records, transcribes, edits, and types correspondence, memoranda, and legal documents; compiles and completes standard administrative forms, schedules, statistical tables, activity reports, accounting reports and documents pertaining to department or committee operations; generates and types correspondence, notices, rosters, lists, and materials for processing and mailing; types address labels; stuffs envelopes; mails documents; disposes of records in accordance with ADAH.
Performs secretarial duties for department staff, specifically: taking telephone messages, maintaining calendars, drafting and typing correspondence, making travel arrangements; copying materials.
Answers and screens telephone calls; operates radio switchboard and dispatches information as required; assists walk-in customers; greets and responds to inquiries, problems and complaints from the general public and forwards to other staff members; provides routine information to the general public regarding department operations and services.
Monitors and processes office supplies to ensure adequate inventory; compiles and types purchase requisitions; forwards completed requisitions for approval and processing.
Incorporates continuous quality improvement principles in day-to-day activities.
Assists with special projects; conducts research and analysis for special projects and programs administered by the department.
Relieves secretarial and clerical staff.
Refers to department operating procedures, administrative policies and procedures, regulations and standards, reference manuals and other sources in performing assigned job duties; attends meetings, seminars and training sessions as required to remain knowledgeable of departmental operations and to promote improved job performance.
Must meet regular attendance requirements.
Must be able to maintain good interpersonal relationships with staff, co-workers, managers and citizens.
Must accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner.
Recommends policies and procedures that guide and support the provision of quality services by the department.
Researches department general ledger expenditure accounts to provide information and assistance.
Assists with the preparation of the department's annual budget.
Distributes documents to appropriate city departments for processing.
Performs related duties as assigned.

Minimum Qualifications

High school diploma or GED required, vocational diploma in Secretarial Science preferred; five years of administrative or secretarial experience or a related field, preferably in a public sector environment. Must possess and maintain a valid driver's license.

Minimum Requirements to Perform Essential Job Functions

The following requirements are normal for this classification. Specific requirements may not apply to all positions within this classification, but are determined by the normal requirements for the particular position.
PHYSICAL REQUIREMENTS: Must be able to operate a variety of automated office equipment including telephone, computer, printer, copier, calculator, facsimile, and postage meter. Physical demand requirements are at levels of those for sedentary work.
DATA COMPREHENSION: Requires the ability to compare and or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things which may include forms, reports, cash receipts, and administrative documents.
INTERPERSONAL COMMUNICATION: Requires the ability to speak with and/or signal people to convey or exchange administrative information, including receiving assignments and/or directions to co-workers or assistants as well as communicating with the general public.
LANGUAGE ABILITY: Requires ability to read a variety of administrative documentation, directions, instructions, methods and procedures. Requires the ability to prepare and complete reports and forms with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.
INTELLIGENCE: Requires the ability to learn and understand relatively basic clerical principles and techniques; to understand departmental policies and procedures; to make independent judgments in absence of supervision; and to acquire and be able to expound on knowledge of topics related to primary occupation.
VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow verbal and written instructions.
NUMERICAL APTITUDE: Requires the ability to add and subtract; multiply and divide totals; determine percentages.
FORM/SPATIAL APTITUDE: Requires the ability to visually inspect items for proper length, width, and shape using job related equipment which may include computers and standard measuring and recording devices.
MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in using automated office equipment.
MANUAL DEXTERITY: Requires the ability to handle a variety of items; telephone, computer, printer, copier, calculator, facsimile, and postage meter, control knobs, switches, etc. Must have the ability to use one hand for twisting motion or turning motion while coordinating other hand with different activities. Must have above average levels of eye/hand/foot coordination.
COLOR DIFFERENTIATION: May require the ability to discern color.
INTERPERSONAL TEMPERAMENT: Requires the ability to deal with and relate to people beyond giving and receiving instructions. Must be able to adapt to and perform under minimal stress when confronted with an emergency.
PHYSICAL COMMUNICATION: Requires the ability to talk, express, or exchange ideas by means of spoken words and/or hear and perceive nature of sounds by ear.

The City of Tuscaloosa offers a comprehensive benefits package to full-time permanent employees that includes retirement, vacation and illness leave, paid holidays, medical and dental insurance, flexible spending account, life insurance, and other supplemental insurances and deferred retirement saving plans.
For a more detailed overview of our benefits package, please visit the Employee Benefits Summary within our website or contact the Human Resource Department at (205) 248-5230.