Secretary-Fire Department at City of Elgin – Elgin, Illinois

Performs intermediate skilled clerical work performing a variety of secretarial and clerical tasks in an office environment; does related work as required. Work is performed under regular supervision.

This is sedentary work requiring the exertion of up to 10 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects; work requires stooping, reaching, standing, walking, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.
Serving as secretary and receptionist; performing word processing and data processing duties; preparing and maintaining files and records.

• Serves as departmental receptionist; answers telephone; provides information and dispatches messages;
• Interviews visitors and refers to proper authority for disposition;
• Responds to inquiries about routine procedures and policies;
• Types general correspondence, memorandum, reports, schedules, requests for proposals, contracts, bids, specifications and other materials from rough draft, copy, marginal notes or verbal instruction;
• Maintains appointment calendar, schedules appointments, responds to invitations and schedules interviews;
• Checks and reviews a variety of data for accuracy, completeness and conformance to established standards and procedures;
• Issues permits; collects and accounts for fees;
• Schedules inspections;
• Collects, opens, sorts and distributes mail;
• Collects and prepares data for records and reports;
• Enters data into computerized records; analyzes data and prepares reports;
• Maintains computerized records and generates appropriate reports;
• Makes mathematical calculations; requisitions supplies and materials for department;
• Maintains mailing lists, files and card indexes;
• Operates standard office, word and data processing equipment;
• Performs related tasks as required.

KNOWLEDGE, SKILLS AND ABILITIES:

• General knowledge of standard office practices, procedures, equipment and secretarial techniques
• Thorough knowledge of business English, spelling and arithmetic
• Thorough knowledge of departmental programs and policies
• Ability to type and transcribe dictation accurately and at a reasonable rate of speed;
• Ability to make arithmetical calculations
• Ability to meet the public effectively
• Ability to operate a variety of office equipment
• Skill in the use of data and work processing equipment
• Ability to establish and maintain effective working relationships with others
• Ability to follow oral and written instructions
• Extensive knowledge of the use and application of MS Office Suite; including Outlook and Excel
• Bilingual preferred
• FOIA, Naviline and Salesforce experience preferred.

EDUCATION AND EXPERIENCE:
Any combination of education and experience equivalent to graduation from high school; previous clerical and secretarial experience in an office setting required.