Executive Secretary
City of Copperas Cove - Copperas Cove, TX

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DESCRIPTION

Employee in this job will perform secretarial and executive support activities to assist
supervisors involved in the development, implementation, and
management of programs and policies for the City of Copperas Cove.

Responsible, organized, self starter with ability to exercise independent judgement; considerable knowledge of and ability to apply correct business English, spelling, and math; excellent communication skills, both written and oral; knowledge of basic office accounting or record keeping principles; ability to deal effectively with the public and outside agencies, and maintain effective working relationships with co workers and other City departments; ability to understand and follow complex oral and written instructions and to request clarification when needed; considerable knowledge of word processing and basic computer skills.

DUTIES

Performs a variety of administrative or executive support tasks that are highly
confidential and sensitive.

Reads and screens incoming correspondence and reports; makes preliminary
assessment of the importance of materials and organizes documents; handles some
matters personally and forwards appropriate materials to the supervisor.

Receives and screens incoming calls and visitors, determines which are priority matters,
and alerts the supervisor accordingly. Makes referrals to appropriate staff member or provides requested information.

Updates supervisor on status of issues before scheduled meetings.

Reviews, proofreads, and edits documents prepared for the supervisor's
signature.

Coordinates and facilitates the supervisor's calendar to arrange
appointments, meetings, and conferences.

Assists with preparation of the office budget.

Prepares correspondence; make reservations and travel arrangements for meetings, seminars, and conventions.

Manages assigned operations to achieve goals within available resources; plans and organizes workloads.

Assures that assigned areas of responsibility are performed within budget; performs cost control activities; monitors revenues and expenditures in assigned area to assure sound fiscal control; assists in the preparation of annual budget requests,

Provides administrative assistance to supervisor in meeting management; assembles background materials, prepares agendas, and records action items for various meetings.

Investigates and follows-up on citizen requests for service, complaints, and requests for information.

Assists in the development of notices, flyers, brochures, newsletters, media releases, news articles, and other informational materials about programs and services.

Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, cashiering, data processing, and bookkeeping.

Answers in-coming calls and routes callers or provides information as required.

Operates radios as needed and assists in radio communications; operates base radio as required.

Receives the public and answers questions; responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.

Assists in the procurement of department materials and supplies.

Operates listed office machines as required.

Prepares and monitors work orders.

Receives, stamps and distributes incoming mail, processes outgoing mail.

Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.

Inputs data to standard office and department forms; makes simple postings to accounts; compiles data for various reports.

Prepares records such as notices, minutes, and resolutions.

Acts as custodian of departmental documents and records. Establishes and maintains filing systems, control records and indexes using moderate independent judgment.

Maintains inventories and orders office supplies and materials, maintains departmental personnel records.

Schedules appointments, and performs other administrative and clerical duties.

QUALIFICATIONS

Minimum Education: High school diploma or equivalent.

Minimum Experience: 4 years

Type of Experience: Office administration or secretarial experience with a governmental entity preferred.

Specialized Requirements: Must obtain notary certification within 6 months of employment.

Ability to perform job duties accurately; ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing; ability to handle stressful situations.

Knowledge of the department's and work area's mission.

Knowledge of correct English usage and grammar.

Knowledge of office practices, processes, and computer software programs.

Knowledge of scheduling and coordinating travel arrangements.

Ability to apply the overall mission of a department to make administrative support decisions.

Ability to use diplomacy and discretion, when giving out information and referring and
directing callers and visitors.

Ability to follow, apply, interpret, and explain instructions and/or guidelines.

Ability to determine work priorities.

Ability to make decisions and take appropriate actions.

Ability to meet schedules and deadlines of the work area.

Ability to communicate effectively.

Ability to compose routine correspondence and reports.

Ability to type.

Ability to operate standard office equipment.
Performs a variety of administrative or executive support tasks that are highly
confidential and sensitive.

Reads and screens incoming correspondence and reports; makes preliminary
assessment of the importance of materials and organizes documents; handles some
matters personally and forwards appropriate materials to the supervisor.

Receives and screens incoming calls and visitors, determines which are priority matters,
and alerts the supervisor accordingly. Makes referrals to appropriate staff member or provides requested information.

Updates supervisor on status of issues before scheduled meetings.

Reviews, proofreads, and edits documents prepared for the supervisor's
signature.

Coordinates and facilitates the supervisor's calendar to arrange
appointments, meetings, and conferences.

Assists with preparation of the office budget.

Prepares correspondence; make reservations and travel arrangements for meetings, seminars, and conventions.

Manages assigned operations to achieve goals within available resources; plans and organizes workloads.

Assures that assigned areas of responsibility are performed within budget; performs cost control activities; monitors revenues and expenditures in assigned area to assure sound fiscal control; assists in the preparation of annual budget requests,

Provides administrative assistance to supervisor in meeting management; assembles background materials, prepares agendas, and records action items for various meetings.

Investigates and follows-up on citizen requests for service, complaints, and requests for information.

Assists in the development of notices, flyers, brochures, newsletters, media releases, news articles, and other informational materials about programs and services.

Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, cashiering, data processing, and bookkeeping.

Answers in-coming calls and routes callers or provides information as required.

Operates radios as needed and assists in radio communications; operates base radio as required.

Receives the public and answers questions; responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.

Assists in the procurement of department materials and supplies.

Operates listed office machines as required.

Prepares and monitors work orders.

Receives, stamps and distributes incoming mail, processes outgoing mail.

Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.

Inputs data to standard office and department forms; makes simple postings to accounts; compiles data for various reports.

Prepares records such as notices, minutes, and resolutions.

Acts as custodian of departmental documents and records. Establishes and maintains filing systems, control records and indexes using moderate independent judgment.

Maintains inventories and orders office supplies and materials, maintains departmental personnel records.

Schedules appointments, and performs other administrative and clerical duties.

City of Copperas Cove - 15 months ago - save job - block
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