Secretary - Project Imagine-Part Time

Posting number: 1002550

Department: City Manager

Division: City Manager Office

Job classification: Secretary Project Imagine

Posting type: Open

Categories: Clerical & Data Entry

Summary

BRIEF DESCRIPTION

Provide clerical support for the program; answers the phone and takes messages; answers questions, provides assistance and information; prepares reports; verifies case notes, assists with planning Project Imagine classes and completes related clerical tasks.

Examples of duties

ESSENTIAL FUNCTIONS   The essential functions of the job are not limited to those listed in the job description.  The City retains the discretion to add to or change the duties of the position at any time.

• Answers the phone and takes messages. Prepares correspondence for the Violence Prevention Manager as directed.

• Provides clerical support to the Project Imagine program by collecting and organizing data; creates and manages spreadsheets to track program outcomes; coordinates with the Executive Secretary to submit and pay invoices; Collects leave slips and timesheets; Assists with the verification of payroll information; Prepare various reports; reviews and verifies case notes. 
• Assists with planning and set up of  classes and other related events; Creates flyers and basic marketing information regarding the program; Utilizes social media to reach participants; Maintains a high level of confidentiality regarding the program participants.
• Makes travel arrangements as necessary.

ADDITIONAL DUTIES

• Attends meetings and training sessions as required.
• Performs additional duties to support operational requirements as assigned.

Qualifications

JOB REQUIREMENTS

Education and Experience
Associate degree, or equivalent from a college, vocational, business or technical school, and up to one year of experience.
An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above

Certifications/Licenses

• Valid driver’s license and acceptable driving record according to City criteria

Job Knowledge   
Intermediate knowledge to perform most work in normal situations.  Comprehension of standard situations and includes knowledge of most of the significant aspects of the subject.

Reading   
Advanced:   Ability to read literature, books, reviews, scientific or technical journals, abstracts, financial reports, and/or legal documents. 

Writing   
Intermediate:   Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.

Math   
Intermediate:   Ability to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions and measurement. 

Communication Skills
Decisions regarding interpretation of policies may be made. Contact may involve stressful, negative interactions requiring high levels of tact, and the ability to respond to aggressive interpersonal interactions. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.

Independence and Decision-Making   
Normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices.  The assignment is usually reviewed frequently.

Technical Skills 
Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization.

Fiscal Responsibilities   
Prepares accounting, budget, employment actions, and purchasing documents; and does research to justify language used in documents for a unit or division of a department. May recommend budget allocations.

Supervisory Responsibilities
No responsibility for the direction or supervision of others.