Executive Secretary to the Director - Planning and Development - City of University City

Title: Executive Secretary to Department Director

Salary Range: $45,999 - $72,573

Status: Onsite

Job Purpose

The purpose of this position is to provide responsible administrative support to the Director of Planning and Development and other department staff. Substantial time is devoted to administrative tasks to support the Department head and colleagues. Work responsibility, complexity, confidently, and discretion are exceptionally high. This detailed employee must be able to independently complete routine matters, assignments, and public contact work with superior administrative, writing, editing, and grammar skills. The work environment is fast paced, demanding, and challenging. Employee must demonstrate proficiency with computers and related software. This position reports directly to Director.

Essential functions

Supervisory/Financial work

• Receives and organizes all personnel disposition, leave requests, etc. from all employees in the Planning and Development Department
• Tracks employee's absences and responsible for time and attendance
• Manages bi-monthly payroll including overtime, comp time, and mileage benefits
• Manages documentation and requests for changes in status (raises, retirements, and hires)
• Serves as supervisor for administrative clerks
• Collaborates with Director in personnel issues including discipline, raises, hiring, etc.

• Settles credit cards and other invoices in a timely manner
• Posts all transactions for the Planning and Development Department
• Reconciles daily deposits
• Codes invoices using the adopted budget and accounts
• Answers the phone or front desk - resident inquiries and concerns
• Performs other work as required or assigned

Support work for the Director of Planning and Development

• Types, proofreads, files, and manages correspondence, sets up meetings
• Organizes all materials for and correspond with all boards and commissions managed by the Director
• Types daily dictation tapes and forward documents appropriately
• Coordinates interviews and other meetings
• Responsible for maintaining records in accordance to policy and law
• Process Sunshine Law or other legal requests
• Post meeting notices on City Calendar and on site
• Keep the department's webpage updated with accurate resources

Desired Knowledge, Abilities and Skills

• Ability to function well under pressure and under extremely short deadlines
• Must be especially courteous and customer-service oriented
• Special ability to work as a team member and to foster a teamwork environment
• Ability to provide training to colleagues and create training resources as needed
• Considerable knowledge of English, writing, spelling, editing, and grammar and proper sentence structure
• High degree of skill in computer-based spreadsheets, scheduling, and work processing software programs
• Ability to quickly exhibit understanding of City and Departmental programs, processes, policies and operations
• Demonstrated proficiency in MICROSOFT Word, Excel, Outlook, Publisher, Access and PowerPoint and video conferencing capabilities
• Ability to make work decisions, and exercise initiative and judgment in carrying out work assignments
• Ability to prepare and maintain departmental records of considerable complexity and to prepare reports/forms from such records
• Ability to establish and maintain effective working relationships with other employees and the public
• Ability to balance and prioritize simultaneous calls and complex work assignments
• Ability to be extremely accurate and precise in written and verbal communications
• Must have an eye for details
• Ability to cope with frequent interruptions and adapt to current needs in a fast-paced environment
• Sense of creativity, initiative, and desire to consistently exceed requirements and expectations

Qualifications

• College degree supplemented by computer courses that allows applicant to demonstrate proficiency; graduation from a Technical School, such as secretarial school; OR relevant experience, with ability to type at least 55 - 65 wpm.
• Must be able to write, edit and create memos, correspondence, letters, and reports independently and from instruction.
• Demonstrated proficiency with MICROSOFT Word, Excel, Publisher, Outlook, and PowerPoint and ability to learn others.
• Previous executive level secretarial experience of at least 2 years in fast-paced department environment.

Overall Physical Strength Demands - Typical Office setting.

Work Environment:

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