OPTIONAL Job Posting Title in Biglerville, Pennsylvania at Alexis Scruggs Production Environment

TEST TEST TEST Under general direction, provides difficult, complex, and confidential secretarial and administrative assistance to the City Executive; may supervise, assign, review, and coordinate the work of secretarial, clerical and office administrative staff; and personally performs the more technical and complex tasks.


Duties may include, but are not limited to, the following:

• Arranges, coordinates, and manages calendar appointments and meetings.
• Coordinates time, location, and participant arrangements for meetings.
• Plans, prioritizes, assigns, supervises, reviews and participates in the work of staff responsible for providing secretarial, clerical, or administrative support for the City Executive.
• Assists in identifying opportunities for improving office service delivery methods and procedures; identifies resource needs; reviews with appropriate management staff; implements improvements.
• Receives visitors, telephone calls and mail directed to the City Executive and provides information on a wide variety of activities and problems, or refers the request to the appropriate office.
• Composes and/or types a variety of correspondence such as memos, letters, agendas, minutes, reports, and other documents, and proofreads for content, composition, grammatical structure and consistency with current standards.
• Establishes and maintains files, reference materials, and other record keeping systems.
• Reviews and arranges incoming mail/correspondence according to action required and deadlines.
• Prepares and coordinates the completion of reports by locating, assembling and summarizing information and data.
• Compiles current information concerning City Government and its services for dissemination to students, citizens, and other entities requesting such information.
• Compiles agenda material and gathers backup material for weekly Board of Supervisors' meeting.
• Performs related duties as assigned.
Either: 1a. Proof of the ability to type at the rate of 45 net words per minute

AND

1b. One year of full-time, paid experience employed by the City Secretary or a comparable class performing secretarial duties for executive management staff or an elected official.

Or: 2a. Proof of the ability to type at the rate of 45 net words per minute

AND

2b. Five years of full-time, paid experience performing clerical or secretarial work, including two years of full-time, paid experience performing secretarial duties for executive management staff or an administrative official.

Educational Substitution for 2b: Satisfactory completion of coursework from a college or business school which is relevant to the knowledge and abilities may be substituted for the experience performing clerical or secretarial work (30 semester units or 45 quarter units is equivalent to one year of experience). The educational substitution may not be applied to the requirement for one year of full-time, paid experience performing secretarial duties for executive management staff or an administrative official.

GENERAL QUALIFICATIONS

Criminal History and Background Checks:
The City may access criminal history information on candidates who have accepted a conditional offer of appointment for this class consistent with the provisions of Board of Supervisors Resolution No. 82-602, Personnel Policies and Procedures B-5, and applicable federal and state laws. The County shall not consider for employment any candidate who has been convicted of a felony or misdemeanor that relates to or impacts the candidate's ability to perform the job duties of this class unless it is determined that mitigating circumstances exist. For purposes of accessing criminal history information, the candidate will be fingerprinted. A subsequent arrest notification may be obtained.

The City may also conduct a background check on the candidate prior to appointment to a position within this class. The background check may include personal and professional reference checks, credit history checks, Social Security Number verification, professional license/registration verification, military service information and driving history. Information obtained in the course of this background check will be considered by the appointing authority in the selection process. In obtaining such information, the County will comply with applicable consent and disclosure practices in the Fair Credit Reporting Act and the USA Investigative Consumer Reporting Agencies Act.

License Requirement:
A valid Driver License (from a US State or Territory), Class C or higher, may be required at the time of appointment. Failure to obtain or maintain an appropriate Valid Driver License may constitute cause for personnel action in accordance with Civil Service Rules or applicable bargaining agreement. Individuals who do not meet this requirement due to disability will be reviewed on a case-by-case basis.
Distinguishing Characteristics
This single position class is distinguished from other secretarial classes in that the nature, diversity, and scope of responsibilities require the frequent use of discretion, tact, initiative, and judgment. The incumbent of this position is expected to work under minimal supervision and instruction, and to exercise independent judgment and initiative while supervising and coordinating the work of secretarial, clerical and office administrative staff performing tasks related to the City Executive.

The incumbent reports directly to the City Executive and may also support and receive direction from other executive or management staff. This class is distinguished from the classes of Executive Secretary, Secretary, and clerical classes in that this class requires a higher degree of discretion, tact, initiative, and judgment; a broader knowledge of City programs; and regular contact with a variety of entities and individuals such as government officials, the City Board of Supervisors, representatives of business or community organizations, the public, and City personnel.

This class is further distinguished from the class of Executive Secretary in that this class may supervise, direct, and coordinate the work of Executive Secretaries in addition to supervising and directing the work of clerical and other office administrative support staff.
EMPLOYMENT STANDARDS

Knowledge Of:
• Governmental organization, functions, policies, and practices
• Principles of managing and coordinating secretarial support services
• Principles and practices of supervision, discipline, leadership, mentoring, and training
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, databases, and other related specialized applications
• Record keeping, filing methods, and records management techniques
• Report and business writing including English usage, spelling, grammar, and punctuation
• Simple arithmetic

Ability To:
• Evaluate, prioritize, and manage appointments and meetings for multiple calendars; evaluate time demands and conflicts; and arrange schedules accordingly
• Select, supervise, train, and evaluate staff
• Plan, prioritize, coordinate, assign, and review the work of subordinate staff
• Work independently with minimal instruction to prioritize and coordinate activities to meet critical deadlines
• Interpret, apply, and explain rules, regulations, policies, and procedures
• Recognize confidential information and exercise discretion in the communication and handling of such information
• Collect, compile, maintain, and summarize a variety of data and information
• Compose letters and memos on routine matters
• Communicate clearly and concisely, both verbally and in writing
• Develop and maintain cooperative, effective working relationships with others