Secretary

The City of West Sacramento is seeking a dependable, organized, and customer-service-oriented Secretary to provide administrative and clerical support within the Public Works Department. This is an entry-level administrative position that is well suited for an individual who enjoys working in a professional office environment, supporting a team, organizing information, and ensuring that routine administrative processes are completed accurately and efficiently.

Under direction, the Secretary performs a variety of clerical and administrative duties in support of department operations. Responsibilities may include answering phones and responding to inquiries, scheduling meetings and appointments, maintaining files and records, entering and organizing information, processing invoices and related paperwork, and assisting staff and members of the public.

The ideal candidate will be organized, dependable, detail-oriented, and comfortable learning new procedures and computer systems. The position requires the ability to prioritize multiple assignments, follow established procedures, communicate effectively with a variety of individuals, and maintain a professional and courteous manner when interacting with the public, vendors, and City employees.

Successful candidates will demonstrate strong attention to detail, basic computer and office skills, good written and verbal communication, and a willingness to learn the specific administrative processes and procedures of the department. They will have a positive attitude and willingness to be flexible in assisting with other duties as assigned that may deviate from typical established daily assignments.

The ideal candidate will possess some or all of the following:

• Previous experience working in an office, clerical, administrative, or customer-service environment.
• Experience processing invoices, purchase orders, receipts, or other financial or administrative documents.
• Familiarity with maintaining records, data entry, and organizing information.
• Experience using Microsoft Office or similar computer applications, including word processing, email, spreadsheets, and calendars.
• Strong attention to detail and the ability to identify missing or incorrect information.
• Ability to organize and prioritize multiple assignments while meeting established deadlines.
• Professional and courteous communication skills when interacting with coworkers, supervisors, vendors, and members of the public.
• Ability to learn and follow established policies, procedures, and department-specific processes.
• Experience working with confidential or sensitive administrative information.
• Experience in a public agency, municipal, construction, utilities, maintenance, or other operational environment is desirable but not required.

DEFINITION:  Under direction, to serve as Secretary either to a Department Head, a specific professional person, or to a group of individuals within a City department; to perform complex and responsible secretarial duties; and to perform other related duties as required.ESSENTIAL AND MARGINAL FUNCTION STATEMENTS--Essential and other important responsibilities and duties may include, but are not limited to, the following:
 
Essential Functions:  Arranges and confirms meetings or conferences; schedules and confirms appointments; types a variety of reports or forms requiring independent assembly of information and independent judgment and interpreta­tion; reviews and checks forms, documents and records for accuracy, completeness and conformance; compiles a variety of data and other information for special and periodic studies or reports; maintains confidential and administrative files; composes letters, answers correspondence; operates a variety of office equipment such as computers, typewriters, photocopiers, and adding and calculating machines; attend a variety of meetings.
 
Marginal Functions:  May supervise and train other secretarial and clerical employees; may assign and review work of other clerical employees; may record and transcribe minutes of meetings; perform related duties and responsibil­ities as required.EDUCATION AND EXPERIENCE:  Education:  High school diploma or equivalent.  Experience:  Three (3) years of secretarial, stenographic, or clerical experience.  One (1) year of business education above the high school level may be substituted for one (1) year of experience.WORKING CONDITIONS:  Work in an office environment; sustained posture in a seated position, answering of phones, and prolonged periods of typing.
 
LICENSES AND CERTIFICATES:  If required to drive a vehicle, must possess a valid Class "C" or "3" California driver's license.