What are the responsibilities and job description for the Administrative Secretary (Union) (Full-Time) (Neighborhood Services Division) position at City of Sioux City?
Description
The City of Sioux City Neighborhood Services Division is excited to welcome a dependable, self-directed full-time Administrative Secretary (Union) to our team. This important role provides meaningful support to our community by assisting citizens and City departments with a wide range of questions and requests related to Neighborhood Services Division programs and projects.
As a valued member of our team, the Administrative Secretary will help ensure smooth daily operations by following up with clients to gather required program documentation, preparing supporting materials for grants, processing accounts payable and employee payroll, data entry, and assisting with general office duties. This position also includes daily direct interaction with individuals experiencing homelessness or who have previously experienced homelessness, offering a chance to make a positive difference in the lives of others.
Proficiency in Microsoft Office is required. The ideal candidate will be comfortable reading, understanding, and applying federal and local regulations, committed to a team-oriented environment, and able to build positive working relationships with staff, clients, partner agencies, and the public.
We offer a competitive compensation and benefits package designed to support the well-being of our employees and their families including medical and dental insurance, life and cafeteria plan options, retirement plans, and generous paid leave. Learn more at: City of Sioux City Benefits AFSCME Local 212. For more information on the City's benefits package visit https://www.sioux-city.org/584/AFSCME-Airport
Our employees are required to reside within (30) thirty miles of the City of Sioux City limits which extends to other states; Nebraska and South Dakota.
We are looking for applicants who bring excellent verbal and written communication skills, strong organizational abilities, and a proven talent for managing multiple tasks in a dynamic environment.
The selected candidate will work in the Neighborhood Services Division office at the Martin Luther King Jr. Transportation Center (521 Nebraska Street). Work hours are Monday through Friday, 8:00 AM to 4:30 PM.
Duties
- Schedules meetings and activities and prepares and distributes minutes and agendas.
- Composes, prepares, and distributes various correspondences.
- Assists internal and external customers via telephone and in person.
- Orders and maintains inventory of office supplies.
- Performs general office duties, such as copying, filing, faxing, data entry, and mail processing.
- Initiates, enters, and verifies departmental payroll.
- Completes light accounting duties that may include cash handling, such as entering AP/AR, monitoring budget, billing, reconciling purchase orders, and processing expense reports.
- Compile data and prepare both routine and special reports for review and action.
- Initiate, review and process payroll documents and forms.
- Assist in the preparation, presentation and monitoring of the department/division budget.
- Serve as Secretary and support staff for boards/commissions, prepare agendas, take and transcribe meeting minutes and compose a variety of correspondence.
- Revise, implement and maintain office procedures and filing systems.
- Secure and coordinate travel arrangements for staff members.
- Receive and distribute mail.
- Assist with the training of new employees and may assign work to other clerical staffers.
- Issue and record permits, receive and record cash receipts.
- Prepare response and complete survey forms and questionnaires.
- Maintain confidentiality of information.
- Establish and maintain effective working relationships with Officials, other agencies, fellow employees and the general public.
- Responsible for numerous department-specific duties.
- Regularly lifts up to 10 pounds and occasionally lifts up to 30 pounds.
- Expected to temporarily perform duties outside of normal classification in the event of a declared emergency. In the event that an employee is excused from work other than being sick, they will be required to report to work in a state of declared emergency.
Qualifications
Cognitive Demands, Skills and Abilities: Ability to speak clearly so others can understand you, ability to see details at close range (within a few feet of the observer), ability to see details at a distance, ability to identify and understand the speech of another person, ability to listen to and understand information and ideas presented through spoken words and sentences.
Job Knowledge: Requires a thorough and complete knowledge of office equipment and procedures; a comprehensive knowledge of the principals of bookkeeping and filing systems and computers and related software; ability to apply current office technology, resources and services to assist customers (external and internal). Thorough knowledge of City Ordinances and municipal government; and business math, inter- personal relations and the ability to use the English language effectively. Ability to exercise independent judgment in making decisions in accordance with established policies and regulations, and to assist with the administration and coordination of general office activities.
Language Ability and Interpersonal Communication: Requires effective communication skills and the ability to provide assistance to employees, and the general public. Requires the ability to speak clearly, distinctly and effectively with fellow employees; read in English and compare similarities and differences between words and series of numbers; apply common sense understanding to the work process, procedures, programs and services; and to provide and follow verbal and written instructions.
Physical requirements: Regularly lifts up to 10 pounds and occasionally lifts up to 30 pounds.
Work Environment: Ninety percent of work is normally performed in a normal inside office environment with appropriate heating and cooling and is not subject to significant occupational or environmental hazards other than those normally associated with general public contact, dust or odors. Travel in all types of weather extremes to attend training and/or organizes meetings conferences, and workshops; must be mobile and able to visit complainants and businesses within the metro area.
Job Knowledge: Requires a thorough and complete knowledge of office equipment and procedures; a comprehensive knowledge of the principals of bookkeeping and filing systems and computers and related software; ability to apply current office technology, resources and services to assist customers (external and internal). Thorough knowledge of City Ordinances and municipal government; and business math, inter- personal relations and the ability to use the English language effectively. Ability to exercise independent judgment in making decisions in accordance with established policies and regulations, and to assist with the administration and coordination of general office activities.
Language Ability and Interpersonal Communication: Requires effective communication skills and the ability to provide assistance to employees, and the general public. Requires the ability to speak clearly, distinctly and effectively with fellow employees; read in English and compare similarities and differences between words and series of numbers; apply common sense understanding to the work process, procedures, programs and services; and to provide and follow verbal and written instructions.
Physical requirements: Regularly lifts up to 10 pounds and occasionally lifts up to 30 pounds.
Work Environment: Ninety percent of work is normally performed in a normal inside office environment with appropriate heating and cooling and is not subject to significant occupational or environmental hazards other than those normally associated with general public contact, dust or odors. Travel in all types of weather extremes to attend training and/or organizes meetings conferences, and workshops; must be mobile and able to visit complainants and businesses within the metro area.
Minimum Required Qualifications
High School Diploma or GED and two to five years of office or accounting experience. Any equivalent combination of experience and training that provides the required knowledge, skill and abilities.
Salary : $47,099 - $64,458