POSITION: Executive Secretary
WORK SCHEDULE: 7:30 a.m.-4:30 p.m., M-F
JOB CATEGORY: COMOT (Computer, Office Machine Operation, Technician)
FLSA STATUS: Non-exempt
To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. The City of Richmond provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship.
Incumbent serves as Executive Secretary for the Law Department, responsible for providing administrative support and clerical assistance.
Answers telephone and greets office visitors, responding to inquiries, directing calls to appropriate individual or department, taking messages, and providing information and assistance.
Performs various administrative duties, including sorting and distributing incoming mail, organizing and filing documents/correspondence,ordering supplies, and maintaining copy machine, such as loading paper/toner and monitoring copy count. Processes and pays expenses and maintains accurate records of department expenditures.
Compiles and logs various information/documents into computer, including recent litigation, weed liens, and alarm violations. Prepares and mails related correspondence or notices and forwards information to County Auditor as required.
Maintains and processes ordinance violations, such as compiling and logging violation tickets, typing complaints and summons, merging data on computer, and filing with Small Claims Court.
Composes and types various court documents for City Attorney, including contracts, ordinances, and resolutions. Makes revisions as necessary and files documents with County Clerk and County Courthouse. Transcribes correspondence for City Attorney and Assistant City Attorney as assigned.
Performs other duties as assigned by supervision.
The above statements reflect the general details considered necessary to describe the principal function of the job and shall not be construed as a detailed description of all the work requirements that may be inherent in the job.
High school diploma or GED.
Knowledge of city laws,ordinances, fines, codes, and legal terminology and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.
Ability to effectively communicate orally and in writing with co-workers and a wide range of individuals which includes federal, state, and city officials, city personnel, citizen board members, business people, and members of the general public, being sensitive to professional ethics, gender, cultural diversities and disabilities.
Working knowledge of Standard English grammar, spelling and punctuation and the ability to compile, develop and evaluate data, make determinations, and make presentations of findings in both oral and written form as required.
Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.
Knowledge of and the ability to operate computers and software, such as word-processing, spreadsheet, database programs and the ability to access and use Legal Codes, Excel Handbook, and dictionary.
Knowledge of and the ability to operate standard office equipment, including calculator/adding machine, computer, telephone, copy machine, and fax machine.
Working knowledge of standard office procedures, and the ability to apply such knowledge to a variety of interrelated processes, tasks, and operations
Ability to operate basic office equipment, such as computer, typewriter, calculator,transcriber/dictaphone, fax machine, and copier.
Ability to comply with all employer and department policies and work rules, including, but not limited to,attendance, safety, drug-free workplace, and personal conduct.
Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.
Ability to understand and follow oral or written instructions.
Ability to file, post, and mail materials and maintain accurate and organized files.
Ability to work alone with minimum supervision and with others in a team environment, often under time pressure and on several tasks at the same time.
Ability to organize and determine the most efficient way to complete job responsibilities.
Incumbent performs standard, recurring duties according to a flexible, customary routine. Assignments are guided by definite objectives using a variety of methods or procedures. Priorities are primarily determined by supervisor and a formal schedule with incumbent’s plans referring to supervisor for unusual matters, such as policy interpretations. Decisions are always determined by specific instructions or existing, well-established policies and procedures.
Errors are primarily detected or prevented through legally defined procedures and safeguards. Undetected errors could result in inconvenience to other agencies or the public.
PERSONAL WORK RELATIONSHIPS
Incumbent maintains frequent contact with co-workers, other City and County departments, and the general public for the purpose of explaining laws, regulations, and procedures. Tact and discretion must be used to obtain cooperation or approval. Due to the nature of the department,confidentiality associated with lawyer-client confidentiality is paramount.
Incumbent reports directly to City Attorney.
PHYSICAL WORK ENVIRONMENT
Incumbent performs duties in a standard office environment, involving sitting and walking at will,sitting/standing/walking for long periods, keyboarding, speaking clearly and hearing sounds/communications, lifting objects weighing under twenty-five (25)pounds, crouching/kneeling, bending, reaching, close/far vision, color/depth perception, and handling/grasping/fingering objects.