What are the responsibilities and job description for the Executive Assistant position at City of Shawnee?
JOB
POSITION: Executive Assistant
DEPARTMENT: City Clerk’s Office
PAY RANGE: Grade 19/1, Starting at $18.64/hour.
DIVISION: City Clerk
REVISED: January 18, 2023
EXEMPT: No
SAFETY SENSITIVE: Yes
This classification is a safety-sensitive position as defined by the United States Department of Transportation drug and alcohol testing regulations and/or the Oklahoma Standards for Workplace Drug and Alcohol Testing Act. As a safety-sensitive classification, you will be subject to drug and alcohol testing, including random testing. Marijuana is one of the substances included in the drug panel screening. Possession of a medical marijuana certification will not excuse you from the testing process, or the consequences of testing positive for marijuana.
JOB SUMMARY: This is a non-exempt clerical position. The incumbent employee receives office visitors, answers the telephone, takes messages, transcribes and types correspondence, compiles and types reports, files and performs other office duties. Work requires some individual judgment within established guidelines and statutory requirements. “Job descriptions may be modified based on City needs and employees may be required to perform functions beyond those described below and employees are “at will employees” in that either party may terminate the employment relationship.”
ESSENTIAL DUTIES:
Performs clerical duties associated with the City Clerk’s office.
Communicates with internal/external customers and the public.
Processes tort claims and lawsuits.
Processes records requests.
Processes and files liens on public nuisance properties, including preparing and filing Certifications and Releases and filing same with County Clerk/Treasurer.
Oversees the Record Retention program for the City, including scanning and archives.
Maintains a records retention schedule, disposition schedule and destruction schedule.
Operates and manages the Records Center in an orderly and efficient manner.
Compose and prepare letters for the City Clerk’s Department.
Compose and transcribes minutes for City Commission and Authorities meetings and may serve as secretary to other boards.
Ability to fill in as clerk at City Commission meetings and other boards and committees.
Prepares a variety of reports.
Oversees and maintains petty cash fund.
Maintains record of contracts with other city agencies.
Receive payments from citizens and outside entities and prepares deposit for Finance Department.
Processes incoming and outgoing mail daily.
Key operator for the business machines.
Order paper and other supplies.
Other duties as assigned.
MIMIMUM QUALIFICATIONS:
High school education or equivalent.
Must be bondable.
Minimum two years secretarial experience.
Knowledge of office and bookkeeping procedures.
Ability to operate a variety of office/computer equipment.
Ability to effectively communicate with others.
Ability to work with extreme confidentiality.
Must possess a valid Oklahoma Driver’s License and maintain a status of insurability.
DESIRED QUALIFICATIONS:
Previous experience in Municipal employment.
SUPERVISION REQUIRED: Works under general supervision of the City Clerk.
SUPERVISION GIVEN: None required.
WORKING CONDITIONS AND PHYSICAL HAZARDS:
Employee works in an office environment and uses a desk top computer, adding machine, copier and other office equipment.
Employee is occasionally required to bend, stoop and twist when maintaining files.
Employee may be required to walk up and down stairs.
Some lifting is required usually up to at least 35 pounds – but may be required to lift up to 50 pounds on occasion.
May require attendance and/or participation at meetings after normal business hours.
SPECIAL LICENSES OR CERTIFICATIONS REQUIRED: Notary Public.
Reasonable accommodations may be made to enable individuals with disabilities to perform any non-essential function.
POSITION: Executive Assistant
DEPARTMENT: City Clerk’s Office
PAY RANGE: Grade 19/1, Starting at $18.64/hour.
DIVISION: City Clerk
REVISED: January 18, 2023
EXEMPT: No
SAFETY SENSITIVE: Yes
This classification is a safety-sensitive position as defined by the United States Department of Transportation drug and alcohol testing regulations and/or the Oklahoma Standards for Workplace Drug and Alcohol Testing Act. As a safety-sensitive classification, you will be subject to drug and alcohol testing, including random testing. Marijuana is one of the substances included in the drug panel screening. Possession of a medical marijuana certification will not excuse you from the testing process, or the consequences of testing positive for marijuana.
JOB SUMMARY: This is a non-exempt clerical position. The incumbent employee receives office visitors, answers the telephone, takes messages, transcribes and types correspondence, compiles and types reports, files and performs other office duties. Work requires some individual judgment within established guidelines and statutory requirements. “Job descriptions may be modified based on City needs and employees may be required to perform functions beyond those described below and employees are “at will employees” in that either party may terminate the employment relationship.”
ESSENTIAL DUTIES:
Performs clerical duties associated with the City Clerk’s office.
Communicates with internal/external customers and the public.
Processes tort claims and lawsuits.
Processes records requests.
Processes and files liens on public nuisance properties, including preparing and filing Certifications and Releases and filing same with County Clerk/Treasurer.
Oversees the Record Retention program for the City, including scanning and archives.
Maintains a records retention schedule, disposition schedule and destruction schedule.
Operates and manages the Records Center in an orderly and efficient manner.
Compose and prepare letters for the City Clerk’s Department.
Compose and transcribes minutes for City Commission and Authorities meetings and may serve as secretary to other boards.
Ability to fill in as clerk at City Commission meetings and other boards and committees.
Prepares a variety of reports.
Oversees and maintains petty cash fund.
Maintains record of contracts with other city agencies.
Receive payments from citizens and outside entities and prepares deposit for Finance Department.
Processes incoming and outgoing mail daily.
Key operator for the business machines.
Order paper and other supplies.
Other duties as assigned.
MIMIMUM QUALIFICATIONS:
High school education or equivalent.
Must be bondable.
Minimum two years secretarial experience.
Knowledge of office and bookkeeping procedures.
Ability to operate a variety of office/computer equipment.
Ability to effectively communicate with others.
Ability to work with extreme confidentiality.
Must possess a valid Oklahoma Driver’s License and maintain a status of insurability.
DESIRED QUALIFICATIONS:
Previous experience in Municipal employment.
SUPERVISION REQUIRED: Works under general supervision of the City Clerk.
SUPERVISION GIVEN: None required.
WORKING CONDITIONS AND PHYSICAL HAZARDS:
Employee works in an office environment and uses a desk top computer, adding machine, copier and other office equipment.
Employee is occasionally required to bend, stoop and twist when maintaining files.
Employee may be required to walk up and down stairs.
Some lifting is required usually up to at least 35 pounds – but may be required to lift up to 50 pounds on occasion.
May require attendance and/or participation at meetings after normal business hours.
SPECIAL LICENSES OR CERTIFICATIONS REQUIRED: Notary Public.
Reasonable accommodations may be made to enable individuals with disabilities to perform any non-essential function.
Salary : $19
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