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Company Name : City of Twinsburg, OH
Location : Twinsburg, OH
Position : Secretary – Engineering
Job Description : Job Description
JOB TITLE: SECRETARY
DEPARTMENT: ENGINEERING
IMMEDIATE SUPERVISOR: ENGINEER
STATUS: FULL TIME, NON-EXEMPT
UNION: AFSCME-Office Unit
COMPENSATION: $22.00 per hour
JOB RESPONSIBILITIES:
~ Provides customer service in a polite and pleasant manner for the Engineering Department
~ Assists homeowners and contractors as necessary by explaining and guiding them through the application permitting process and contract approval process.
~ Reads and routes all incoming mail and prepares outgoing mail
~ Locates and attaches appropriate file to correspondence and forwards to appropriate Department / Staff for review or further action as required
~ Composes, types and files routine correspondence and reports which may include charts, graphs and exhibits as directed.
~ Contract preparation and Project management related to the sale, bid tabs, legislation, final contracts, prevailing wage, etc.
~ Assists in obtaining information related to NPDES compliance from other departments for inclusion in annual reporting
~ Website updates for the Department – including bid postings, traffic advisories and maintaining Department pages with current up to date information.
~ Answers telephone, keeps records of callers, provides information or transfers calls: places outgoing calls
~ Maintains inventory of Departmental office supplies, including printer/copier inks and field staff related products
~ Maintains employee time-off sheets and processes invoicing for developers/grants
~ Schedules appointments for supervisor, meetings, etc.
~ Compiles and/or prepares department reports and records and/or prepares minutes of meetings
~ Makes copies of correspondence or other printed matter
~ Accepts complaint information related to property maintenance, distributes to appropriate department and or staff, inputs into Software and maintains a record of complaints and their resolution.
~ Accepts and processes payments of contract sales, inspection deposits and bonds.
~ Processes daily deposits to the Finance Department, including record retention, monthly auditing and verification.
~ Monitors construction bond expiration dates and returns bonds after completion
~ Archives plans and maintains records of archived materials.
~ Prepares agendas/minutes of meetings and posts on City website for ARB/BZA and other meetings as needed.
~ Makes copies of correspondence, processes request for building construction documents, or other printed matter.
~ Prepares and processes purchase orders to the Finance Department.
~ Assist with front desk duties for lunch/vacation coverage as needed.
~ Other duties as may be assigned
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to ensure that individuals with disabilities are able to perform the essential functions.
~ High School diploma or general education degree (GED), 1-2 years secretarial experience is beneficial
~ Must possess strong customer service skills
~ Knowledge of MS Office programs (Word, Excel, Outlook, etc.)
~ Ability to read, and interpret documents such as building codes, City Ordinances ,technical procedures, or governmental regulations
~ Ability to write routine reports and correspondence. Ability to speak effectively
~ Ability to work with mathematical concepts such as discounts, percentages, etc.
~ Ability to solve practical problems and deal with variables in situations where only limited standardization exists. Ability to interpret instructions furnished in written, oral, or diagram form
~ Must be eligible to work in the United States
WORKING CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Majority of work environment will consist of normal office conditions. While performing the duties of this job, the employee is regularly required to stand, sit, walk, reach with hands and arms, talk and hear. The employee may occasionally be required to stoop, kneel, crouch, or crawl and taste and smell. The employee will frequently lift and/or move up to 20 pounds, and occasionally lift and/or move more than 40 pounds.
The noise level in the work environment is usually moderate.
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