Administrative Secretary (Dothan Utilities)

Description

IF YOU ARE INTERESTED IN THE ADMINISTRATIVE SECRETARY POSITION FOR ANOTHER DEPARTMENT, YOU MUST COMPLETE A SEPARATE APPLICATION.

This position performs advanced administrative, secretarial, payroll, personnel, financial, and office management functions in support of Dothan Utilities. The position coordinates a wide variety of administrative activities, provides customer service to internal and external stakeholders, and assists with payroll, purchasing, personnel processes, meetings, training, and departmental operations.

Work Schedule

Monday – Thursday 6:00am - 4:30pm

Major Duties

• Composes, prepares, edits, and formats correspondence, resolutions, ordinances, contracts, meeting agendas, minutes, memoranda, reports, spreadsheets, presentations, forms, charts, and other documents using a variety of computer software applications.
• Assists with departmental payroll and personnel administration by preparing, maintaining, and organizing payroll and personnel records, including employee records, leave records, personnel actions, timekeeping documentation, confidential files, databases, electronic filing systems, and related documentation.
• Works with the Personnel Department and other staff members to prepare job postings, contacts candidates and schedules interviews, writes notes during interviews, assists with preparing selection memos, and handles other hiring coordination efforts.
• Maintains departmental calendars and schedules meetings, appointments, interviews, training sessions, conferences, special events, and other departmental activities, including reserving facilities, preparing meeting materials, coordinating registration, arranging catering and refreshments, and processes related reimbursement requests.
• Maintains confidential personnel files, departmental records, databases, and electronic filing systems by indexing, recording, filing, and organizing records to ensure accurate recordkeeping.
• Maintains confidentiality of personnel, payroll, financial, legal, and other sensitive departmental information.
• Coordinates employee travel arrangements, including transportation, lodging, registrations, itineraries, expense documentation, and reimbursement requests.
• Receives, sorts, distributes, and processes incoming and outgoing mail, packages, and electronic correspondence; prepares mass mailings and coordinates shipping services.
• Prepares check requests, processes reimbursements, deposits funds received, and enters data into financial information system.
• Maintains departmental contact lists, emergency notification lists, and organizational records.
• Serves as the primary receptionist by greeting visitors, answering multi-line telephones, directing calls, responding to inquiries, and providing information and assistance to employees, customers, contractors, vendors, and the public.
• Serves as the department representative for various committees, organizations, programs, and special initiatives.
• Coordinates departmental administrative projects and purchasing activities, including coordinating with vendors regarding quotations, purchases, deliveries, and invoices, in accordance with City of Dothan purchasing policies and the State of Alabama Bid Law.
• Coordinates employee recognition events, meetings, and public outreach activities.
• Assists with emergency response and storm restoration administrative support, including maintaining on-call schedules, and communicating operational information.
• Assists in compiling documentation supporting emergency response activities, FEMA reimbursement requests, and disaster recovery reporting.
• Performs related duties.
  
  

Knowledge, Skills, And Abilities Required By The Position

• Knowledge of modern office practices and procedures.
• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of file management principles.
• Skill in prioritizing and organizing work.
• Skill in accurately preparing professional reports and correspondence.
• Skill in the provision of customer services.
• Skill in accurately maintaining files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication.
• Ability to coordinate multiple projects and meet specified deadlines.
• Ability to interpret administrative policies and procedures and apply them to daily tasks.
  
  

SUPERVISORY CONTROLS

The Administrative Coordinator assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include city and department policies and procedures, State Bid Laws, and FEMA. These guidelines are generally clear and specific but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of related administrative duties. Frequent interruptions and the need to multitask contribute to the complexity of the position.
• The purpose of this position is to coordinate the administrative functions of the Utilities Department. Successful performance contributes to efficiency and effectiveness of department operations.
  
  

CONTACTS

• Contacts are typically with coworkers, other city personnel, elected and appointed officials, developers, contractors, business owners, representatives of state agencies, and members of the public.
• Contacts are typically to exchange information, resolve problems, and provide services.
  
  

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is primarily performed while sitting at a desk with occasional standing, walking, bending, stooping, climbing stairs, and lifting light to moderately heavy objects weighting up to twenty-five (25) pounds.
• The work is typically performed in an office environment with occasional travel to other City facilities, businesses, training locations, and community events.
  
  

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

Minimum Qualifications

• Graduation from a standard senior-high school or GED equivalent, as recognized by the United States Department of Education (USDE) or Council for Higher Education Accreditation (CHEA); and
• Two (2) years recent experience in responsible secretarial work; and
• Six (6) months recent work experience using Microsoft Office Word, Outlook, and Excel.
• Six (6) months recent work experience using Microsoft Office PowerPoint preferred.
  
  

CONDITION OF EMPLOYMENT/PROMOTION/DEMOTION/TRANSFER

Employees are required to complete/sign the Certification & Condition of Employment/Promotion/Demotion/Transfer form(s). [See condition(s) for details.]

Necessary Special Requirements

• A valid driver license and an acceptable driving record. (PBA 09/10/01)
• Ability to type a minimum of 30 net words per minute. A typing test will be administered at the time of application (See City of Dothan's Typing Test/Retest Policy).
• In an emergency and/or standby situation, an employee in this position must be able to report to his/her regular workstation in a maximum of 30 minutes from the time of notification. (Sec. 2-30. (2) / PBA 1/9/95) This requirement must be met within six (6) months of employment/promotion/ demotion/transfer. (See Condition for details.)
• An applicant for this position is subject to various background investigations up to and including a criminal, credit, past employment, and reference checks.
• Employees are required to submit to Drug and Alcohol testing in accordance with the City of Dothan policy, which includes pre-employment and random tests for the duration of employment in this position. (PBA 8/13/12)
• Must meet the City of Dothan’s employment physical standard, which includes drug/alcohol testing.
  
  

Application / Examination

Qualified applicants will be evaluated based on training and experience as documented on their application. This evaluation will comprise 50% of the final grade. The written exam will comprise the other 50% of the final grade.

The written examination for the position of Administrative Secretary (DU) is scheduled for September 1, 2026.

Candidates meeting the minimum qualifications will receive an email notification to self-schedule for the written exam. You MUST self-schedule online or you will not be allowed to take the test.

The content areas of the written examination, for the position of Administrative Secretary, includes the following:

Reading Comprehension

Written Communication

Vocabulary

You will be allowed two (2) hours for completion of the examination. Once the examination begins, you will not be allowed to leave the room until you have completed the examination.

NOTE: An applicant on vacation is responsible for attending the examination on the date scheduled. An applicant falling under federally protected leave (i.e., FMLA, USERRA) is responsible for notifying the Personnel Department in writing no later than the closing date by emailing jobs@dothan.org.

Please advise us at the time of application if you will need assistance and/or accommodation to take this examination by emailing jobs@dothan.org.

An Equal Opportunity, Affirmative Action Employer

The City of Dothan provides a diverse package of benefit programs:

• Vacation: 12 Vacation Days per calendar year
• Holidays: 12 Paid Holidays per calendar year
• Medical and Dental Insurance: Offered through Blue Cross/Blue Shield of Alabama. Rates vary based on coverage selected
• Retirement Plan: Administered through the Retirement Systems of Alabama
• Life Insurance: Administered through Unum Life. No cost for eligible employees
• Military Leave: up to 21 working days per calendar year with Military Orders
• Direct Deposit: Employees may elect to have their payroll check deposited directly into their bank account
• Employee Health Clinic: Industrial Nurse on duty for work related injuries and minor illnesses
  
  

Other benefits include: Cafeteria plan, Credit Union, Deferred Compensation plans, Employee Assistance Program, Physical Fitness Program, Jury Duty Leave and more.....

Note: All benefits are subject to eligibility requirements. Individuals are responsible for any related fees or charges that may apply.

01

Supplemental Questions: This information will be used to determine your placement on the employment register and if you meet the basic qualifications as listed on the job posting. Therefore, please give detailed descriptions of your job duties. You must thoroughly complete the Education and Work Experience sections of the application and the Supplemental Questions. Answer all questions as accurately and with as much detail as possible. Some questions request an explanation to support a "yes" answer. Your explanation should contain experience, education, etc., to show that you do possess whatever skill, knowledge or experience being addressed in the question. Employment and volunteer experiences used to answer any of the questions below must be listed on your application. If you use military experience to meet the experience requirements, do not give dates of your entire tour of duty. Rather, you should indicate on your employment application, the month and year you began performing these duties and the month and year you stopped.

• I have read and understand the above statement and will submit any required verification or supporting documents by the closing date of this advertisement.
  
  

02

Which best describes your highest completed level of education? Your education MUST be listed in the education section of your application in order to receive credit.

• None
• High School Diploma or GED
• Associate's Degree
• Bachelor's Degree
• Master's Degree or higher
  
  

03

Which best describes your recent (within the past 5 years) work experience in responsible secretarial work?

• No experience
• 0 - 5.9 months
• 6 months - 0.9 year
• 1 - 1.9 years
• 2 - 4.9 years
• 5 - 9.9 years
• 10 - 14.9 years
• More than 15 years
  
  

04

List employer/s where you gained the experience in question #3. Employer(s) must be listed in both the work history section of your application and in your response below to receive credit. Do NOT list "See Resume."

05

List examples of duties performed to support your answer in question #3. Employer(s) must be listed in the work history section of your application to receive credit. Do NOT list "See Resume."

06

Which best describes your recent (within the past 5 years) work experience with Microsoft Office Word, Outlook, AND Excel?

• No experience
• 0 - 5.9 months
• 6 months - 0.9 year
• 1 - 1.9 years
• 2 - 4.9 years
• 5 - 9.9 years
• 10 - 14.9 years
• More than 15 years
  
  

07

List employer/s where you gained the experience in question #6. Employer(s) must be listed in both the work history section of your application and in your response below to receive credit. Do NOT list "See Resume."

08

List examples of duties performing EACH software (Word, Outlook, and Excel) to support your answer in question #6. Employer(s) must be listed in the work history section of your application to receive credit. Example: A) Word: *insert duties performed* B) Outlook: *insert duties performed* C) Excel: *insert duties performed* Do NOT list "See Resume."

09

Which best describes your recent (within the past 5 years) work experience with Microsoft Office PowerPoint?

• No experience
• 0 - 5.9 months
• 6 months - 0.9 year
• 1 - 1.9 years
• 2 - 4.9 years
• 5 - 9.9 years
• 10 - 14.9 years
• More than 15 years
  
  

10

List employer/s where you gained the experience in question #9. Employer(s) must be listed in both the work history section of your application and in your response below to receive credit. Do NOT list "See Resume."

11

List examples of duties performed to support your answer in question #9. Employer(s) must be listed in the work history section of your application to receive credit. Do NOT list "See Resume."

12

Do you have a valid operator driver's license and an acceptable driving record?

Click here to view the City of Dothan's Motor Vehicle Policy.

• Yes
• No
  
  

13

In an emergency and/or standby situation, an employee in this position must be able to report to his/her regular workstation in a maximum of 30 minutes from the time of notification. (Sec. 2-30. (2) / PBA 1/9/95) This requirement must be met within six (6) months of employment/promotion/demotion/transfer. Are you willing to meet this requirement?

• Yes
• No
  
  

14

The starting pay for this position is $17.89/hour. This is an entry-level position that will likely require you to accept the starting pay. Are you willing to accept this pay rate?

• Yes
• No
  
  

15

The work schedule for this position is Monday – Thursday 6:00am - 4:30pm Are you willing to work this schedule?

• Yes
• No
  
  

16

This is to certify that I have read and understand the Certification of Understanding & Condition of Employment/Promotion/Transfer Form for this position with the City of Dothan, Alabama.

Click here to view form.

Failure to check "I Agree/Understand" discontinues the application process. (A signed form will be requested at time of hire, promotion, transfer or demotion.)

• I Agree/Understand
• I Disagree
  
  

17

This position requires you to type 30 net words per minute. Applicants for this position will be required to submit typing test results to the Personnel Department by August 21, 2026. Typing tests are administered at the Personnel Department M-F, 8am - 4pm or you may fax a copy of acceptable test results to (334) 615-3189 or submit by mail or in person to the City of Dothan, Personnel Department, 126 N St Andrews Street, Room 116, Dothan, AL 36303.

See City of Dothan's Typing / Data Entry Retest Policy for acceptable tests.

• I will submit my typing test prior to the deadline
• I have a typing test on file with City's Personnel Department as required
  
  

18

This position requires a written exam that will be administered September 1, 2026. If you meet the qualifications, you will be emailed an invitation to self schedule for the written exam. You MUST self-schedule in order to take the written exam. I understand I must self schedule for the written exam by the required deadline.

• I understand and I will self-schedule on-line in order to take the written exam for this position.
• I will not self-schedule therefore I will not be allowed to test and no longer considered for this position.
  
  

19

I understand that once my application has been submitted for this specific position that I WILL NOT be able to make any changes to it. Any changes to my master application will only be reflected in any future positions for which I may apply. Should I desire to have updated information included for this specific position I should contact the Personnel/Human Resources office at (334) 615-3180 for assistance.

• Yes
• No
  
  

20

Note: Before submitting your application, be sure to review your application for completeness and accuracy. Your examination score will be based on the information you have provided on your application and this supplemental questionnaire. Failure to provide sufficient detailed information may result in your application being rejected or receiving a lower score. Therefore, it is important that you provide complete employment information to include the name of your employer, your official job title, dates of employment (from-to, month/year), hours worked per week, and a detailed description of your duties for each job listed on your application. Resumes are not accepted in lieu of the application or supplemental questionnaire.

• I understand that failure to provide sufficient detailed information may result in my application being rejected or receiving a lower examination score.
  
  

21

Personnel Use Only

• Required Question