Secretary II - Street

DEPARTMENT: STREET

DIVISION: ADMINISTRATION

SUPERVISION RECEIVED: Works under the direct supervision of the Deputy Director of Public Service/Administration.

SUPERVISION EXERCISED: This position has no supervisory responsibilities.

POSITION CLASSIFICATIONS: The position of Secretary II in the City of Stow is classified by the Stow Municipal Civil Service Commission, is Non-Exempt under the Fair Labor Standards Act and is included in a collective bargaining agreement.

PURPOSE: Performs clerical work, which involves moderately complex work methods and problems and requires skilled typing. Also performs record keeping duties in relation to operating fund dispersed by the Department.

1. Composes, types, and edits a variety of correspondence, reports, memos, and statistical tabulations requiring judgment as to content, accuracy, and completeness.
2. Reviews documents for sufficiency, obtain necessary signatures, and routes as appropriate.
3. Provides information in person or by telephone to other departments and the general public applying significant knowledge of department policy, regulations, and procedures.
4. Answers incoming telephone calls for the Street and Cemetery Departments. Assists caller with questions, requests, or complaints.
5. Acts as secretary to the Cemetery Board and transcribes minutes.
6. Inputs data into standard office and department forms; compiles data for various reports.
7. Maintains accurate and current accounting of all department expenditures and revenue.
8. Process funds received for cemetery sales and services using current software programs.
9. Assists with computer training and updates on software programs (CIMS).
10. Process funds received on a daily basis.
11. Prepares reimbursement requests for department personnel.
12. Maintains and coordinates files of cemetery reports for auditing purposes.
13. Updates inventory and orders office supplies.
14. Notarizes documents as needed.
15. Operates office equipment, as required.
16. Comply with all City-wide and departmental policies, work rules and procedures.
17. Regular, reliable, predictable, and punctual attendance is an essential function of the position. (This is due to the fact that employees work as part of a team, and that there are a limited number of employees available to perform numerous tasks critical to meeting to efficient and effective delivery of statutory services to the public, and/or among whom the responsibilities to perform those numerous tasks can be distributed.)
18. Performs other duties related to those of the position and/or resulting from the needs of the organization.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them if the work is similar, related or a logical assignment to the position.

1. Must have graduated from high school or have a GED equivalent.
2. Must have three (3) to five (5) years of office experience or an equivalent combination of advanced education, training and experience.
3. Must have the ability to type 50 wpm, after errors.
4. Must possess working knowledge of computers and electronic data processing.
5. Must be proficient in Microsoft Office.
6. Must possess knowledge of business English, punctuation, arithmetic, spelling, and modern office practices and procedures.
7. Must have the ability to work well under pressure and/or with frequent interruptions.
8. Must have knowledge of department regulations and policies.
9. Must be able to work independently and carry out assignments to completion with minimal instruction.
10. Must be able to understand and follow oral and written instructions and write brief messages.
11. Must be able to multi-task.
12. Must have the ability to transcribe meeting minutes.
13. Must possess excellent communication and organizational skills.
14. Must have the ability to interpret various papers and requests in a sensitive fashion.
15. Must have the ability to deal with the public and staff with tact and diplomacy.
16. Must have the ability to understand and interpret basic accounting methods.
17. Must possess and maintain a valid State of Ohio Drivers License throughout the term of employment.
18. Must possess and maintain valid Ohio Notary Public certification throughout the term of employment (obtain within 1 year of employment).
19. Must have the ability to establish and maintain effective working relationships and communicate effective, both orally and in writing, with City employees and officials and the general public.

TOOLS AND EQUIPMENT : Tools and equipment used in the performance of this position include, but are not limited to, the following: personal computer and word processing and data base software; fax machine and copy machine; calculator; and telephone.

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 duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk, use hands and fingers to handle and operate objects, tools and controls and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.