Secretary II

Nature of Work

Work involves providing administrative support and advanced secretarial support to relieve management, and/or appointed or elected officials of recurring administrative details, thereby assuring a smooth running department, division, or program area. Assignments are received orally, in writing, or through routine procedures from a designated supervisor that defines objectives, priorities, and deadlines. Additional guidance is provided through Federal, State, and local laws, ordinances, regulations, manuals, directives, bulletins, and Departmental and City policies and procedures. The incumbent works independently using discretion and diplomacy to accomplish objectives in accordance with established policies and procedures handling operating problems and coordinating and monitoring assigned department functions, activities, and events. Work is reviewed through observation, reports, conferences, and evaluations for accuracy, completeness, results obtained, and for adherence to established policies and procedures. The incumbent may train, assign and inspect the work of subordinates. (Performs one or more of the following essential functions.) Composes, types, and distributes recurring and non-recurring correspondence such as reports, contracts, resolutions, ordinances, manuals, letters, memos, training bulletins, public notifications, purchase orders, requisitions, statements, directives, agendas, announcements, certificates of appreciation, regulations, memoranda, permits, complaints, notices, and staff agendas and other related materials for management review; processes bi-weekly status reports; proofreads others correspondence; takes minutes at meetings; transcribes oral and recorded dictation; researches minutes, ordinances, and other information; obtains information from other sources; and maintain manuals. Answers a single or multi-line phone system; screens and forwards telephone calls; greets visitors; records and relays messages and appointments as necessary; disseminates information via telephone, fax, or in hard copy; documents complaints and requests; responds to complaints and requests for information or services; resolves problems with outside agencies and other departments; relays messages, orders, and instructions to personnel in the field via radio or a paging system. Maintains a calendar of events, cases, and schedules; coordinates and schedules meetings, special events, training, appointments, and related functions, schedules facility use. Maintains complex record keeping and filing systems; files correspondence, forms, letters, and tapes; logs reports and records; maintains publications; prepares and maintains personnel, legal and other records and files of a confidential or sensitive nature. Computes or reviews time cards prior to entering into the payroll system; processes personnel actions and employee evaluations; assists employees with and processes grievances; makes corrections related to time cards; maintains files on accidents and sick leave; coordinates training; completes reports and records related to worker’s compensation claims; administers typing tests; coordinates conferences, training, and travel. Assists with special projects; conducts special studies or assignments of varying duration and nature; compiles data, tracks expenditures and completes reports for reimbursements; prepares special study reports and summaries requiring data analysis; formats and prepares written reports, statistical tables and charts using word processing, spreadsheet, or data base software on a computer. Performs data entry; operates a computer for record keeping and document processing to input and retrieve data in support of departmental operations; maintains complex budget and expenditure records; assists with preparing, compiling, implementing, and monitoring of the budget; posts, balances, and reconciles financial records; compiles and prepares data for monthly, quarterly, and yearly reports; and compiles special reports. Responds to correspondence and calls; balance receipts and posts them to proper accounts. Requisitions supplies and equipment; receives and processes invoices, prepares requisitions and purchase orders; may perform limited to complex inventory functions. Utilizes a computer and applicable software, typewriter, adding machine, printer, multi-line phone system, pager, scanner, binding machine, laminator, two way radio, city vehicle, calculator, TV, VCR, dictaphone, tape recorder and standard office equipment while performing essential functions. Opens, sorts, stamps, and distributes mail; prioritizes work requests, responds if appropriate to correspondence; packages and mails outgoing mail; copies, retrieves and distributes files, records, reports and other written materials. Communicates with the public, other City departments, elected officials, utilities, vendors, suppliers, media, delivery people, professionals, businesses, applicants, attorneys, insurance adjusters, Federal, State and local law enforcement, regulatory agencies, organizations and others to give and receive information. Requires regular and prompt attendance plus the ability to work well with others and work well as a team. May serve as a notary. May record highlights of Work Sessions, Special Sessions, Council Meetings, and other public meetings. May respond to on call emergencies during inclement weather. Responsible for petty cash fund; prepares vouchers.

PHYSICAL AND ENVIRONMENTAL FACTORS:
Work is performed in an office environment and involves everyday risks or discomforts which requires normal safety precautions. Work is essentially sedentary with occasional walking, standing, bending, and carrying items under twenty-five (25) pounds such as books, papers, office supplies, and file folders. Work requires the physical ability to sit in confined seating for extended periods of time, and operate a computer keyboard and a paging system and/or two way communication system. Incumbent may be exposed to irate citizens.

Minimum Education, Training and Experience

High school diploma from a school accredited by a regional accrediting agency recognized by the U.S. Department of Education or GED certificate issued by the appropriate state agency, including or supplemented by course work in shorthand and typing; and experience performing secretarial and administrative assistance including taking shorthand and/or transcribing minutes from a tape recorder or dictaphone; proficiency in word processing; or any equivalent combination of education, training, and experience that demonstrates the following listed knowledge, skills, and abilities: Knowledge of Federal, State, and local laws, codes, ordinances, regulations, court rules, procedures, statutory provisions, and Departmental and City policies and procedures in area assigned. Knowledge of general municipal agency operations and organizations. Knowledge of computers and applicable software. Knowledge of business English, shorthand, spelling, vocabulary, and mathematics. Knowledge of records and complex file management policies, procedures, and processes. Knowledge of modern office practices, procedures, and equipment. Knowledge of purchasing methods and procedures. Knowledge of materials, supplies, equipment and vehicles in assigned area. Ability to maintain administrative, personnel, fiscal, and general records, prepare reports and manipulate spread sheets, and answer questions from records in a timely and accurate manner. Ability to develop, plan, and install clerical procedures and operations from general instructions. Ability to work with highly confidential information and prioritize and organize work on multiple tasks. Ability to take rapid dictation and compose correspondence on complex matters. Ability to transcribe statements and minutes from oral and taped dictation at a reasonable rate of speed. Ability to type on a computer keyboard for lengthy periods of time at a reasonable rate of speed performing data entry, secretarial, and administrative support functions. Ability to maintain and use an alphabetical and numerical filing system. Ability to understand and interpret departmental rules, regulations, procedures and instructions both orally and in writing. Ability to prepare complex and general documentation. Ability to interact with the public and provide information in a polite and courteous manner both in person and on the telephone. Ability to remain current with changes in technology.

NECESSARY SPECIAL REQUIREMENTS:
Possession of a valid driver’s license.

Applicants May Obtain a Copy of the City of Huntsville’s EEOP Short Form Upon Request

The City of Huntsville offers a competitive benefits package for its regular, full-time employees, such as medical, dental, vision, life, accidental death & dismemberment, cancer, off-the-job accident, as well as annual leave, sick leave, holiday and retirement.

Below is a summary of the City’s benefit offerings:

Medical Insurance:

The City offers all regular, full-time employees a medical insurance plan administered by Blue Cross Blue Shield of Alabama. There is one option available: BlueCard PPO. The BlueCard PPO plan utilizes a national Preferred Provider Organization. There is a 30 day waiting period from date of hire.

Voluntary Dental Plan:

The City offers a voluntary dental plan for all regular, full-time employees administered by Delta Dental Insurance Company. This is a PPO plan which offers a network of providers who have agreed to accept reduced fees for their services. Any provider may be utilized; however, significantly less out-of-pocket expense is realized when using a PPO provider. There is one level of coverage available: Level 2 plan. The Level 2 plan offers 100% coverage for Preventive and Diagnostic Services, 80% coverage for Basic Services and 50% coverage for Major Services and Orthodontic, if a PPO provider is utilized. There are no individual/family deductibles for Preventive and Diagnostic Services and deductibles for Basic, Major and other Covered Services are $50 per person or $150 per family per calendar year. The plan maximum is $1,000 and Preventive and Diagnostic Services do not count toward the annual maximum. There is a 30 day waiting period from date of hire.

Voluntary Vision Plan:

This is a voluntary vision plan that provides benefit coverage for eye examinations, frames, and eyeglass lenses with applicable copay. There is also an allowance for contact lenses. The plan is administered by VSP. There is a 30 day waiting period from date of hire.

Mental Health/Substance Abuse Program:

A mental health and substance abuse program is offered through Behavioral Health Systems, Incorporated (BHS). It is available to all employees and covered dependents currently enrolled and participating in the Group Medical Insurance. All treatment must be pre-certified and approved through BHS. To arrange for an evaluation, call the City’s Employee Assisted Services Coordinator or BHS prior to treatment being rendered. There is a 30 day waiting period from date of hire.

Life Insurance:

The City provides a $20,000 life insurance policy. There are additional benefits for accidental death & dismemberment, seat belt, airbag rider and common carrier. Coverage begins after completing one full day of work. Coverage is provided at no-cost to the employee.

Disability Insurance:

The City provides a limited long term disability policy for eligible employees with one year of service, but less than ten years of service. After ten years of service, disability benefits are coordinated by the Retirement System of Alabama (RSA).

Retirement:

The retirement plan is administered by the Retirement System of Alabama (RSA). Participation is mandatory for all regular, full-time and part-time employees. Tier II Employees contribute 6% of salary to the plan (7% of salary for certain positions in the Police and Fire & Rescue divisions). Tier I Employees contribute 5% of salary to the plan (6% of salary for certain positions in the Police and Fire & Rescue divisions). The City contributes a percent as determined by RSA.

Voluntary Life / AD&D Insurance:

The City offers regular, full-time employees an optional voluntary term life insurance plan. Employees may purchase additional term life insurance for self and spouse and/or eligible dependents. Premiums are based upon age for the employee and spouse. Premiums for children are based upon a flat rate. Also, the City offers an optional voluntary accidental death & dismemberment insurance plan. Employees may purchase insurance for self or family. The minimum level of coverage on both plans is $20,000. The plans are administered by Lincoln Financial Group. There is a 30 day waiting period from the date of hire. Please refer to the plan brochure for additional information.

Voluntary Supplemental Insurance:

The City offers an optional supplemental Cancer plan and an Off-The-Job Accident plan. The Cancer plan provides a first occurrence, hospital confinement, radiation & chemotherapy and other benefits. The Off-The-Job Accident plan pays benefits for injuries occurring off the job. These supplemental plans are administered by Allstate. Please refer to the brochure for an explanation of covered benefits. There is a 30 day waiting period from date of hire.

Flexible Spending Accounts:

The City provides two flexible spending accounts: medical reimbursement and dependent care accounts. Reimbursements from these pre-taxed accounts require a proper receipt. The plans are administered by Wage Works. There is a 30 day waiting period from date of hire.

Voluntary Deferred Compensation Plans:

The City provides two optional voluntary deferred compensation plans. One plan is administered by RSA-1 and the other is administered by Nationwide Retirement Solutions. Employees may defer portions of salary for a later date, such as retirement. Please see the Payroll Division of the Finance Department for further details.

College 529 Savings Program:

The City provides an opportunity for employees to set aside funds for education through payroll deductions. For additional information, contact the City’s Insurance and Benefits Office.

Holidays:

The City recognizes the following holidays: New Years Day, Martin Luther King, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, and Christmas Day. Three additional floating holidays are given each year as authorized by the Mayor.

Sick Leave:

Sick leave accrual is 4 hours per pay period for all eligible City employees. There is no maximum amount of sick leave an employee may accrue.

Annual Leave:

Annual leave is accrued as follows: less than 10 years = 4 hours per pay period; 10 to 15 years = 5 hours per pay period; 15 to 20 years = 6 hours per pay period; 20 or more years = 7 hours per pay period. Employees may accrue and carry forward 260 hours to the next calendar year.

Military Leave:

The City provides a military leave plan that pays regular salary for not more than twenty-one days per year. Also, employees, called into active service, may receive compensation in an amount equal to the difference in the lower military pay and the higher public employment salary as provided by City Council Ordinance.

Longevity Pay:

The City pays eligible employees compensation based upon the number of months of continuous regular full-time service as of October 1st of each year.

Other Benefits:

Please refer to the City of Huntsville Personnel Policies and Procedures Manual.