Executive Secretary to the Director - Planning and Zoning

Title: Executive Secretary to the Department Director

FLSA Status: Non-Exempt

Salary Range: $45999 - $72573

Status: Onsite Full-time

Department: Planning and Zoning

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. The Executive Secretary serves as the supervisor of the administrative team and 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 employees 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 departments 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.

-Physical strength for this position is indicated below with X-

Sedentary

Light

X

Medium

Heavy

Very Heavy

Exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time.

Exerting up to 20 lbs. occasionally 10 lbs. frequently or negligible amounts regularly OR requires walking or standing to a significant degree.

Exerting 20-50 lbs. occasionally 10-25 lbs. frequently or up to 10 lbs. regularly.

Exerting 50-100 lbs. occasionally 10-25 lbs. frequently or up to 10-20 lbs. regularly.

Exerting over 100 lbs. occasionally 50-100 lbs. frequently or up to 20-50 lbs. regularly.

Work Environment:

C

Regularly

Over 70%

F

Frequently

41% to 70%

O

Occasionally

16% to 40%

R

Rarely

Up to 15%

N

Never

0%

Visual ActivitiEs:

-Activity-

-Usually Required-

Clarity of vision at 20 feet or more.

Yes

Clarity of vision at 20 inches or less.

Yes

Three-dimensional vision- ability to judge distance and space relationships.

Yes

Precise hand-eye coordination.

Yes

Ability to identify and distinguish colors.

Yes

Required Experience:

Director