Spanish Fork City
  • 11-Jan-2022 to 23-Jan-2022 (MST)
  • Spanish Fork, UT, USA
  • $39,639 - $59,458
  • Hourly
  • Full Time

Medical, Dental, Vision, Life, & Disability Insurance. Retirement. For more information copy & paste the following link into your browser: https://goo.gl/hCcWby


Effective Date: January 2022


EXECUTIVE SECRETARY/DEPUTY RECORDER

DEPARTMENT: ADMINISTRATION

JOB CLASSIFICATION: FULL TIME

JOB SALARY: $39,639 - $59,458

JOB CLOSES: JANUARY 23, 2022

SCHEDULE 9/80 OR 5-8's

PAY GRADE 6

PAY GRADES LINK


GENERAL PURPOSE

Under direction of the Assistant City Manager, the Executive Secretary provides clerical & administrative support to the City Manager's Office and the Mayor and City Council, and is also responsible for assisting with the City's Records Management Program.

ESSENTIAL FUNCTIONS

  • Provides clerical and administrative support for the City Manager's Office.
  • Converses with citizens and employees through verbal and written communication.
    • Reviews incoming correspondence and prepares appropriate replies in a timely manner.
    • Assists in preparing comprehensive reports, minutes of meetings, memos, and agendas for meetings.
    • Assists staff in preparing presentations.
  • Coordinates and assists with events for city employees.
    • Including, but not limited to; food and supplies, venue reservations, setup and take down, and gifts.
  • Coordinates meetings for administrative staff and Mayor
    • New hire employee meetings w/ City Manager & Asst. City Manager.
    • Interdepartmental meetings.
  • Assists Elected Officials with various tasks.
    • Scheduling meetings, maintaining calendars, registering for conferences.
  • Manages city-wide apparel orders.
  • Purchases supplies for the administration department and Elected Officials.
    • Office supplies, meals for meetings, etc.
  • Manages employee safety incentive program & other employee programs as needed.
  • Assists in maintaining the city's mass communications database.
  • Manages the city's JotForm account.
  • Recommends and implements improvements in work flow, procedures and the use of equipment & forms.
  • May assume the role of the City Recorder if he/she is absent or unable to perform his/her duties.
    • Assists the City Recorder with the production of the Spanish Fork City Municipal Election.
    • In City Recorders absence may be required to create agendas; attend & transcribe minutes for City Council, Redevelopment Agency and Taxing Entity Committee meetings. May also provide similar support to other departments when necessary.
  • Requires occasional attendance of night meetings.
  • Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

  • Computer skills- skill in the use of a computer and its various programs.
    • Must be proficient in Google Drive applications, Microsoft Office applications and have the ability to learn and use new software.
    • Have an understanding on how to schedule and create events in Google Calendar.
    • Remote meeting software (Google Meet, GoToMeeting, Zoom, etc.)
    • JotForm.
    • Must be able to type at least 50 wpm.
  • Ability to record accurate minutes from various official meetings and to express ideas clearly in writing.
  • Problem solving skills - ability to resolve a variety of problems dealing with general office management and appropriate response to citizen concerns and problems.
  • Ability to maintain effective relationships and work alongside City officials, department directors, city employees and the public.
  • Ability to succinctly summarize communications.

POSITION QUALIFICATIONS

1. Education and Experience

  • Minimum qualifications include; graduation from high school with three (3) years of office management experience.
  • Bachelor's Degree preferred.
  • Knowledge of municipal government preferred.

2. Special Requirements

  • Must be bondable.
  • Must be a Notary Public (or have within 3 months of start date).

3. Other Requirements

  • Must be able to meet attendance and punctuality requirements for this position. Must abide by all city policies and procedures.
  • Applicants will be required to submit to a criminal background check and drug test.
  • Must possess & maintain valid Utah Driver's License. Observe all traffic regulations, follow City policy and be a safe, courteous and responsible driver while driving on behalf of the city.
Spanish Fork City
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