Executive Secretary

CITY OF OWOSSO
JOB DESCRIPTION

EXECUTIVE SECRETARY

Supervised By: Director of Public Services
Supervises: No supervisory responsibility

Position Summary:
Under the supervision of the Director of Public Services, performs a variety of administrative, clerical, and bookkeeping activities in support of the Public Works department. Responds to public inquiries and complaints, issues work orders, types correspondence, maintains files and records, and performs various bookkeeping and reporting tasks. Prepares and edits documents, tracks employee time logs and equipment usage, performs data entry and other related tasks.

Essential Job Functions:
An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

1. Serves as primary point of contact for the department, responding to and addressing customer needs directly. Receives, screens and directs telephone calls, visitors and correspondence to appropriate personnel. Resolves routine issues independently and coordinates more complex issues with the appropriate personnel as needed.

2. Issues work orders and schedules inspections based on needs of residents. Tracks work orders to ensure completion and follows up as appropriate. Maintains schedule of regular maintenance activities. Maintains related documents and generates reports as requested.

3. Serves as the Bid Coordinator for the entire City. Updates and revises bid documents.
Posts bids to the Michigan Inter-governmental Trade Network (MITN) and other sites.
Accepts and serves as the record keeper of bid proposals. Organizes and plans the bid opening. Creates the bid tab and submits for approval.

4. Prepares standard and complex correspondence, documents, forms, and reports as assigned. Compiles data, performs research, prepares reports, and completes special projects as assigned. Prepares and maintains all related documents.

5. Provides general administrative and clerical support for various Public Services operations. Types, files, scans, and performs data entry. Sorts and distributes mail, schedules appointments, obtains quotes for materials, orders office and department supplies, and provides other clerical support to the department.

6. Prepares payroll for Public Services employees. Compiles and formats department timecards and submits to Payroll/HR Specialist for processing. Tracks department equipment, materials, and labor usage for billing and reporting requirements.

7. Assists in the development of short- and long-range plans for administrative oversite of field projects, involving code enforcement, engineering and construction, and water and wastewater activities.

8. Assists in the development of notices, brochures, newsletters, media releases and articles, and other informational materials about programs and services.

9. Administratively coordinates and monitors special projects as assigned involving regulatory requirements, engineering services, asset management, and utility billing support. Prepares a variety of reports and data related information needed for decision- making purposes. Conducts research and analysis as required and makes recommendations for activities as assigned.

10. Issues construction right-of-way permits and administers performance bond requirements.

11. Maintains and administers insurance requirements for vendors working for and in the
City of Owosso

12. Receives requests for miscellaneous invoicing from all departments. Codes, creates, journalizes and mails invoices, providing copies to Treasury.

13. Performs other duties as assigned.

Required Knowledge, Skills, Abilities and Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.

• Associate’s degree with a specialized course work in public administration, business management or related field of study preferred.

• Two (2) years of progressively more responsible clerical, secretarial or office administration preferred.

• Knowledge of the methods and techniques of record keeping, filing, records management, and financial reporting.

• Knowledge of general office operations and administrative and clerical procedures and practices.

• Strong knowledge of the policies and procedures of the Public Services department.
• Knowledge of City services, organizational structure, and general municipal operations to effectively direct and assist the public.
• Skill in responding to public inquiries and internal requests with a high degree of diplomacy and professionalism.
• Skill in maintaining and updating records and related systems, assembling and analyzing data, and generating accurate reports.
• Skill in the use of office equipment and technology, including computers, specialized financial systems, and other related software, and the ability to master new technologies.
• Ability to gather data and prepare accurate and timely records, reports, notices, publications, memos and letters.

Executive Secretary 2Updated 8/2023

• Ability to type, enter data, and prepare reports with speed and attention to detail.
• Ability to communicate effectively and present ideas and concepts orally and in writing.
• Ability to establish and maintain effective working relationships and use good judgment, initiative and resourcefulness when dealing with employees, City officials, professional contacts, community leaders, and the public.

• Ability to multi-task, problem-solve, and work effectively under stress, within deadlines and changes in work priorities.

• Ability to be bonded to become a Notary for the department’s projects involving private property.

Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential duties of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee regularly works in an office setting with a controlled climate where they sit and work on a computer, communicate by telephone, email or in person, and move around the office to travel to other locations. The employee must occasionally lift and/or move up to 25 pounds. The noise level in the work environment is usually quiet.

Executive Secretary 3
Updated 8/2023

Job Type: Full-time

Pay: From $22.54 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Ability to commute/relocate:

• Owosso, MI 48867: Reliably commute or planning to relocate before starting work (Required)

Experience:

• secretarial: 2 years (Preferred)

Work Location: In person