Administrative Secretary-Criminal Investigation Division

Job Title

Salary: $17.00/hr. minimum To provide a wide variety of highly responsible and complex clerical and secretarial duties; to provide professional, effective and efficient public service assistance to the general public, elected officials, and City personnel; and to provide highly responsible secretarial support to division heads and other upper level administrative staff.

Essential Duties And Responsibilities

• All behaviors comply with the Code of Conduct and Rules of Behavior outlined in Chapter 8 of the General Government Policies and Procedures Manual.
• Provide clerical and secretarial support to assist designated upper level administrative and other support staff in the completion of their duties and responsibilities.
• Compose, prepare and review a variety of memorandums, correspondence, reports, public notices and documents as assigned; complete various forms; prepare and distribute reports for review and use; prepare and maintain a variety of forms used by an assigned department or division; photocopy reports and other documents as necessary.
• Answer questions and provide information to the public; receive and respond to citizen and client complaints and questions and/or refer to appropriate department staff member for resolution.
• Prepare and maintain a variety of files and filing systems; prepare, maintain and update various records; verify information as requested.
• Prepare materials and correspondence for distribution within the City and to other related external businesses and governmental agencies; photocopy, mail or fax materials as necessary.
• Screen and direct calls and visitors as appropriate; schedule travel arrangements, reservations, daily operations or meetings as assigned.
• May prepare payment vouchers for contractor/vendor reimbursement; prepare contracts requesting services and supplies; track and monitor procurement actions.
• Order and maintain office supplies and associated materials.
• Enter data into the computer system; backup computer disks as assigned.
• When assigned to Public Services, maintain accident history database, serve as CityWorks administrator for the Traffic and Street Lighting Division; input and manage data; generate management reports.

Other Duties And Responsibilities

• Prepare and collect necessary evaluation material from prospective personnel and applicants; monitor applicants as assigned.
• May serve as a Notary Public; notarize a variety of documents related to City business.
• Maintain and balance receipts for petty cash; prepare and maintain reimbursement and expense vouchers.
• Attend various functions and meetings and take, transcribe and prepare minutes as appropriate; prepare, collect and review associated materials as needed.
• Maintain and review work and leave time records for various personnel; maintain and update personnel files as needed.
• Prepare and provide award certificates as appropriate.
• May participate in annual department budget preparation including research and assembly of information.
• May participate in a variety of activities involving travel between various City facilities and to other related external business and government agencies which may include collecting and distributing mail, delivering money for deposits and picking up materials and supplies.
• Perform other duties as assigned.

Minimum Job Requirements

Education

• High School Diploma or GED.

Experience

• Two years of progressively responsible secretarial and clerical experience.
• Ability to type 35 wpm.

Licenses And Certificates

• Possession of a valid driver's license.
• Obtain a valid Notary Public Certification from the State of Texas within 5 working days of employment with the City of Mesquite. Failure to obtain certification will result in non-disciplinary termination.

Work Schedule

• Various

Physical Requirements / Work Environment

This position does not require a physical for employment. Applicants with disabilities meeting the job requirements and capable of performing the essential functions of the job, either on their own or with reasonable accommodations are encouraged to apply.