Administrative Secretary (Dothan Utilities)

Administrative Secretary

This position performs advanced administrative, secretarial, payroll, personnel, financial, and office management functions in support of Dothan Utilities. The position coordinates a wide variety of administrative activities, provides customer service to internal and external stakeholders, and assists with payroll, purchasing, personnel processes, meetings, training, and departmental operations.

Work Schedule:

Monday Thursday 6:00am - 4:30pm

Major Duties

• Composes, prepares, edits, and formats correspondence, resolutions, ordinances, contracts, meeting agendas, minutes, memoranda, reports, spreadsheets, presentations, forms, charts, and other documents using a variety of computer software applications.
• Assists with departmental payroll and personnel administration by preparing, maintaining, and organizing payroll and personnel records, including employee records, leave records, personnel actions, timekeeping documentation, confidential files, databases, electronic filing systems, and related documentation.
• Works with the Personnel Department and other staff members to prepare job postings, contacts candidates and schedules interviews, writes notes during interviews, assists with preparing selection memos, and handles other hiring coordination efforts.
• Maintains departmental calendars and schedules meetings, appointments, interviews, training sessions, conferences, special events, and other departmental activities, including reserving facilities, preparing meeting materials, coordinating registration, arranging catering and refreshments, and processes related reimbursement requests.
• Maintains confidential personnel files, departmental records, databases, and electronic filing systems by indexing, recording, filing, and organizing records to ensure accurate recordkeeping.
• Maintains confidentiality of personnel, payroll, financial, legal, and other sensitive departmental information.
• Coordinates employee travel arrangements, including transportation, lodging, registrations, itineraries, expense documentation, and reimbursement requests.
• Receives, sorts, distributes, and processes incoming and outgoing mail, packages, and electronic correspondence; prepares mass mailings and coordinates shipping services.
• Prepares check requests, processes reimbursements, deposits funds received, and enters data into financial information system.
• Maintains departmental contact lists, emergency notification lists, and organizational records.
• Serves as the primary receptionist by greeting visitors, answering multi-line telephones, directing calls, responding to inquiries, and providing information and assistance to employees, customers, contractors, vendors, and the public.
• Serves as the department representative for various committees, organizations, programs, and special initiatives.
• Coordinates departmental administrative projects and purchasing activities, including coordinating with vendors regarding quotations, purchases, deliveries, and invoices, in accordance with City of Dothan purchasing policies and the State of Alabama Bid Law.
• Coordinates employee recognition events, meetings, and public outreach activities.
• Assists with emergency response and storm restoration administrative support, including maintaining on-call schedules, and communicating operational information.
• Assists in compiling documentation supporting emergency response activities, FEMA reimbursement requests, and disaster recovery reporting.
• Performs related duties.

Knowledge, Skills, and Abilities Required by the Position:

• Knowledge of modern office practices and procedures.
• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of file management principles.
• Skill in prioritizing and organizing work.
• Skill in accurately preparing professional reports and correspondence.
• Skill in the provision of customer services.
• Skill in accurately maintaining files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication.
• Ability to coordinate multiple projects and meet specified deadlines.
• Ability to interpret administrative policies and procedures and apply them to daily tasks.

Supervisory Controls

The Administrative Coordinator assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

Guidelines

Guidelines include city and department policies and procedures, State Bid Laws, and FEMA. These guidelines are generally clear and specific but may require some interpretation in application.

Complexity/Scope of Work

• The work consists of related administrative duties. Frequent interruptions and the need to multitask contribute to the complexity of the position.
• The purpose of this position is to coordinate the administrative functions of the Utilities Department. Successful performance contributes to efficiency and effectiveness of department operations.

Contacts

• Contacts are typically with coworkers, other city personnel, elected and appointed officials, developers, contractors, business owners, representatives of state agencies, and members of the public.
• Contacts are typically to exchange information, resolve problems, and provide services.

Physical Demands/Work Environment

• The work is primarily performed while sitting at a desk with occasional standing, walking, bending, stooping, climbing stairs, and lifting light to moderately heavy objects weighting up to twenty-five (25) pounds.
• The work is typically performed in an office environment with occasional travel to other City facilities, businesses, training locations, and community events.

Supervisory and Management Responsibility

None.

Minimum Qualifications

• Graduation from a standard senior-high school or GED equivalent, as recognized by the United States Department of Education (USDE) or Council for Higher Education Accreditation (CHEA); and
• Two (2) years recent experience in responsible secretarial work; and
• Six (6) months recent work experience using Microsoft Office Word, Outlook, and Excel.
• Six (6) months recent work experience using Microsoft Office PowerPoint preferred.

Condition of Employment/Promotion/Demotion/Transfer

Employees are required to complete/sign the Certification & Condition of Employment/Promotion/Demotion/Transfer form(s). [See condition(s) for details.]

Necessary Special Requirements

• A valid driver license and an acceptable driving record. (PBA 09/10/01)
• Ability to type a minimum of 30 net words per minute. A typing test will be administered at the time of application (See City of Dothan's Typing Test/Retest Policy).
• In an emergency and/or standby situation, an employee in this position must be able to report to his/her regular workstation in a maximum of 30 minutes from the time of notification. (Sec. 2-30. (2) / PBA 1/9/95) This requirement must be met within six (6) months of employment/promotion/ demotion/transfer. (See Condition for details.)
• An applicant for this position is subject to various background investigations up to and including a criminal, credit, past employment, and reference checks.
• Employees are required to submit to Drug and Alcohol testing in accordance with the City of Dothan policy, which includes pre-employment and random tests for the duration of employment in this position. (PBA 8/13/12)
• Must meet the City of Dothan's employment physical standard, which includes drug/alcohol testing.

Application / Examination

Qualified applicants will be evaluated based on training and experience as documented on their application. This evaluation will comprise 50% of the final grade. The written exam will comprise the other 50% of the final grade.

The written examination for the position of Administrative Secretary (DU) is scheduled for September 1, 2026.

Candidates meeting the minimum qualifications will receive an email notification to self-schedule for the written exam. You MUST self-schedule online or you will not be allowed to take the test.

An Equal Opportunity, Affirmative Action Employer