Executive Secretary

Posting Type: Open Competitive

Work Type: Full-Time

Nature of Work: This is responsible technical work in the performance of secretarial duties for the director of a City Department. Work involves performing varied clerical duties, requires knowledge of departmental procedures and policies, the ability to exercise considerable independent judgment, the ability to complete assignments without supervision, the ability to take and transcribe meeting minutes, and the ability to supervise a number of subordinates.

Education and Experience: The knowledge, skills, and abilities may be acquired through, but are not limited to, the following combination of education and/or experience.

High school diploma or its equivalent AND Six years (6) of experience in secretarial work.

Special Qualifications: Must pass a typing test with a net accuracy rate of at least sixty-five (65) words per minute with 90% accuracy by the August 6, 2026 deadline. The typing test is accessible at https://omahahr.typingtestpro.com/test?id=u9f2f1j5

Pay Range: $57,740.80 with step increases to $81,182.40 Annually

Benefits: Forty-hour work week. Paid leave per year: twelve days vacation; five days management; fifteen days sick; and fifteen holidays. Employee's group health insurance, including major medical, vision, and dental, for individual or family. Defined benefit pension plan, plus Social Security, and more. See hr.cityofomaha.org for detailed information.

Who Can Apply: Any person who meets the qualifications and other requirements described in this posting.

How to Apply: Completed City of Omaha employment applications must be submitted using the online application from the City website. It is the sole responsibility of the applicant to check and ensure that any and all required application materials and supplemental forms are received by the City of Omaha Human Resources Department by the stated deadline. You may confirm receipt of any materials and forms by contacting the Human Resources Department. If the materials are not received in the Human Resources Department by the stated deadline, they will not be considered. There will be no exceptions to this rule.

Examination Information: The multiple-choice/written examination will be held at the Omaha/Douglas Civic Center, 1819 Farnam St., on a date to be determined. Candidates will receive an email invitation to the exam once their application has been received, reviewed by a recruiter, and accepted for the position. The test is designed to assess knowledge of the job, skills, and abilities of this position. The passing score on the examination is 60%. This will be weighted 100% in the final score.

Veteran Points: To claim five (5) points for veteran's preference, you must submit proof of service (such as a DD-214) that includes the date of induction, date of honorable separation, and Social Security number. (You must have completed more than 180 consecutive days of active duty.) To receive an additional five (5) points credit for disability, you must submit proof of eligibility from the United States Department of Veterans Affairs dated within the last 12 months. This information must be submitted to the Human Resources Department by August 7, 2026.

Required Knowledge, Skills, and Abilities:

* Knowledge of modern office procedures and practices, including clerical and secretarial methods
* Knowledge of business English, spelling and business mathematics
* Knowledge of departmental operations, functions, rules and regulations
* Knowledge of and ability to operate a computer or other technology using standard or customized computer or systems software applications (word processing, spreadsheets and databases) appropriate to the assigned tasks
* Skill in taking notes or meeting minutes and transcribing them neatly and accurately
* Ability to compose correspondence, reports, and other documents
* Ability to exercise independent judgment in making decisions regarding departmental policies and procedures
* Ability to plan, distribute, and oversee the work of one or more subordinates
* Ability to understand written or oral instructions
* Ability to maintain confidential departmental records
* Ability to learn and adapt to advances in computer, mobile, and electronic device technology and software
* Ability to establish and maintain effective working relationships with fellow employees, members of various boards, and members of the general public
* Ability to adhere to safety policies, procedures, and guidelines
* Ability to sit from 76 to 100% of the time; bend, stoop, and type from 26 to 50% of the time; and to reach, squat, kneel, stand, walk, and lift from 0 to 25% of the time
* Ability to use up to ten (10) pounds of force to move objects from 0 to 33% of the time and smaller objects from 34 to 100% of the time

Essential Functions: Any one position may not perform all of the duties listed, nor do the listed examples include all of the duties that may be performed in positions allocated to this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

* Takes and transcribes dictation for the director and minutes of board meetings, and independently composes and types correspondence, memoranda, and other documents
* Maintains the directors calendar
* Receives visitors and answers the telephone; responds to by ascertaining the nature of the inquiry; explains departmental policies or city ordinances, and relates these issues to the director
* Opens and date stamps the directors mail and maintains the directors filing system of correspondence and other documents
* Prepares and obtains signatures for documents; distributes meeting agendas, documents for City Council treatment, reports, bid specifications and contracts; and processes bids and contracts upon their return
* Depending upon the department or division to which an incumbent is assigned, may be responsible for the departments personnel and timekeeping processing, request for proposal (RFP) processing, or posting notices to the public website
* Depending upon the department or division to which an incumbent is assigned, may plan, distribute, and oversee the work of one or more subordinates
* Maintains regular job attendance in accordance with a schedule established for the position by the supervisor
* Performs other related duties as assigned or as the situation dictates within the scope of this classification

Conditions of Employment: Candidates must provide proof of U.S. citizenship, permanent residence, or authorization to work without sponsorship. The City of Omaha reserves the right to conduct pre-employment inquiries or evaluations of candidates for employment as it deems appropriate for the particular position. Pre-employment inquiries may include, without limitation: verification of employment history and educational attainment; review of driving, credit, and criminal convictions; hearing, drug, functional capacity, psychological, vision, and medical tests; and/or any other relevant background information deemed appropriate to determine the suitability of the applicant for the position. Failure to provide the information requested in the application and hiring process in a truthful, timely, accurate, and complete manner may result in disqualification, revocation of a conditional offer of employment, or termination.

Reasonable Accommodation: The City of Omaha does not discriminate on the basis of disability. If you need a disability-related accommodation during the job application or selection process, advise the Human Resources Department at least 48 hours prior to the need by emailing employment@cityofomaha.org.

For a complete description of this job classification, visit hr.cityofomaha.org

Contact Points:

City of Omaha Human Resources Department
1819 Farnam St, Suite 506
Omaha, NE 68183

Phone: (402) 444-5300
Fax: (402) 444-5314

Website: hr.cityofomaha.org
Email: employment@cityofomaha.org