Secretary 2 Administration

JOB DESCRIPTION AND WORKER CHARACTERISTICS:

JOB DUTIES in order of importance

ESSENTIAL FUNCTIONS OF THE POSITION: For purposes of 42 USC 12101.

(1) Answers telephone in courteous and professional manner, responds to questions or refers to other staff for assistance, directs calls, and takes messages; checks voicemail system and retrieves and transmits messages as necessary; greets and screens persons entering the Administration office area in courteous and professional manner; receives complaints from the public and resolves the complaint with authority or directs the complaint to the appropriate person; receives, sorts, and distributes mail; schedules appointments for administration using Google calendar; notifies administration of appointments made or other matters of importance.

(2) Serves as secretary on various committees in the community as assigned (e.g., attends meetings of the committees; prepares agendas and makes arrangements for committees; records minutes; compiles, transcribes, and distributes minutes of meetings; etc.); serves as HR and time keeping system representative from Administration; operates copy machine to reproduce documents as assigned; composes, types, proofreads, and distributes correspondence, interoffice forms, and related documents in an accurate and timely manner within applicable formatting standards established for the document; uses computers and computer systems (including hardware and software) to set up functions, enter data, and/or process information (e.g., uses Microsoft Outlook to send and receive electronic mail as necessary; uses Microsoft Excel to develop and maintain spreadsheets as necessary; uses Microsoft Word to create and revise documents as necessary; etc.).

(3) Files office correspondence and records (e.g., maintains City financial data and City personnel related documentation; etc.); collects and compiles information on miscellaneous projects (e.g., collects information regarding assets to be sold, posts information regarding sellable assets, assists department heads with GovDeals postings and posts on GovDeals as directed.

(4) Types complex statistical and other reports; prepares requisitions, vouchers, budget forms and other data (e.g., codes bills for input into Fund Balance software according to City procedures; prepares and sends itemized statements, bills, or invoices and records amounts due for items purchased or services rendered; reviews all invoices for appropriate documentation and matches with shipping/receiving documents; researches and resolves discrepancies as needed; etc.); accepts money for bid plans; assists with wedding vows; drafts and records CHIP mortgage releases.

(5) Assists with City of Fremont Facebook and Instagram social media accounts; assists with updating and maintaining information on the City’s website as directed; assists with the application process for permits and licenses issued by Administration.

(6) Maintains required licensure and certification.

(7) Demonstrates regular and predictable attendance.

(8) Meets all job safety requirements and all applicable OSHA safety standards that pertain to essential functions.

OTHER DUTIES AND RESPONSIBILITIES:

(1) Performs other duties as assigned.

QUALIFICATIONS: An example of acceptable qualifications:

Completion of secondary education or equivalent (high school diploma or GED); two (2) or more years of related experience and/or training preferred; or any equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities.

LICENSURE OR CERTIFICATION REQUIREMENTS:

Must possess and maintain a valid State of Ohio driver’s license and must remain insurable under the City’s vehicle insurance policy. Notary preferred.