DEPARTMENT SECRETARY

City Secretary

This recruitment is limited to the first 50 qualified applications received, and will close without notice once that limit has been reached. This announcement may be used to fill future vacancies in this classification for up to one (1) year from the date of posting.

Under general direction, this position performs skilled secretarial duties for the City department heads. Positions in this class have varied and complex secretarial and technical responsibilities. All positions require considerable initiative and breadth of knowledge of the organization and operations of the department to which assigned and a general knowledge of all City departments. Department Secretary positions are further distinguished in that incumbents must exercise a great deal of confidentiality because of sensitive and oftentimes controversial information.

Essential Functions

Prepares drafts or composes correspondence for the department head and subordinate managers requiring discrimination and judgment in the selection of data of the interpretation of laws, rules and regulations and policies.

Arranges schedules and appointments for the department directors and/or managers and makes travel arrangements.

Receives, files and maintains general and confidential documents.

Assists in the preparation of budget requests and prepares departmental budget for submission to the City Manager.

Assists in regular budget tracking throughout the year.

Processes complex documents, such as permits, ensuring applicants meet requirements of applicable City ordinances and regulations.

Reviews incoming correspondence and answers and processes business matters in conformance with policy and procedures outlined by the City Manager and/or department head.

Screens calls and callers and maintains effective public relations.

Greets the public and provides general and specific information on departmental programs.

Orders and maintains departmental supplies and prepares departmental bills for payment either by cash disbursal or purchase orders.

Assists the department head in the organization of special events.

Keeps the department head advised of problems of which he/she may not be aware.

Serves as the department's central liaison in the dissemination of information to the public.

Assigns, reviews and coordinates the work of subordinate clerical staff and sets workload priorities.

Establishes and prepares agendas for city council, advisory bodies, or staff committees.

Takes minutes of meetings and hearings and transcribes and reproduces finished minutes on a timely basis.

Audits income and expense accounts to ensure accuracy and prepares monthly financial reports.

Directs and/or participates in the preparation of the departmental payroll.

Maintains departmental inventory.

Stays current with trends in secretarial techniques and practices and seeks ways to improve office efficiency.

Prepares service requests, memorandums, rosters, requests, and other related documents.

Develops and maintains digital filing systems. Monitors and follows the record retention schedule.

Receives, reviews, and processes a variety of clerical accounting documents including invoices, claims, billing, and other materials used in the department and/or programs to which assigned.

Pick up and deliver mail between the City Maintenance Yard and City Hall. Opens and distributes incoming mail and processes outgoing mail.

Receives direction from higher level management staff.

Minimum Qualifications

High school diploma or equivalent. Three (3) years of increasingly responsible secretarial experience. Note: An equivalent combination of related training and experience may be considered.

Must possess and maintain a valid Nevada or "border state" driver's license, as defined by NRS 483.

Must pass a nationwide fingerprint-based record check, and a wants/warrants check.

Supplemental Information

Knowledge of modern office practices and procedures; proper punctuation, spelling and grammatical usage and a broad vocabulary covering administrative terminology; basic mathematics; management principles relating to secretarial and clerical functions

Skill in using personal computers, Microsoft 365 Office Suite, facsimile machines, and telephones

Ability to type a minimum of 45 WPM; make mathematical calculations and review letters and numbers with speed and accuracy; communicate with other individuals both in person and over a telephone; develop clear and comprehensive reports; maintain confidentiality; interpret and apply appropriate rules, regulations and written directions to specific situations; effectively meet and communicate with the public in situations requiring tact and poise; classify an extensive variety of material by subject; evaluate demands on executive's time and arrange schedule accordingly; schedule and complete priority assignments on a timely basis; explain departmental and City policies and procedures to City employees and the public; and follow written and verbal instructions.

Supervisory classification: No

Safety Sensitive: No

May be required to work an alternative or flexible work schedule, outside of normal business hours, which may include evenings, weekends, holidays, and/or extended hours.

Physical and Mental Requirements/Work Environment

General Physical Requirements Light work: Exerting up to 25 pounds of force occasionally and/or a negligible amount of force constantly to move objects. Must be able to lift a minimum of 15 pounds unassisted. If the use of arm and/or leg controls requires exertion of force greater than that for Sedentary Work and the worker sits most of the time, the job is rated for light work.

Mental Activities Upholding ethical standards and practices. Making decisions that align with City's values and ethics. Maintaining focus on tasks over extended periods. Avoiding distractions in a busy environment. Understanding written documents and instructions. Interpreting and applying information from various sources. Using specific software or equipment. Understanding technical information relevant to the job.

Physical Activities None: The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).

Visual Acuity The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading; visual inspection involving small defects, small parts and/or operation of machines (including inspection); using measurement devices; and/or assembly of fabrication of parts at distances close to the eyes.

Working Conditions The worker is subject to inside environmental conditions: Protection from weather conditions but not necessarily from temperature changes.

The City of Boulder City is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation to qualified individuals. The City of Boulder City encourages both incumbents and individuals who have been offered employment to discuss potential accommodations with the employer.

Benefits

Medical Insurance – Provided through Teamsters Trust and the City pays 100% of the employee's premium. Dental Insurance – Provided through Teamsters Trust and the City pays 100% of the employee's premium. Vision Insurance - Provided through Teamsters Trust and the City pays 100% of the employee's premium. Rx Insurance - Provided through Teamsters Trust and the City pays 100% of the employee's premium. Life Insurance – $25,000 provided through Standard Insurance Company. The City pays 100% of the premium.

You may elect to purchase additional life insurance through our approved vendors.

Retirement – 36.75% of your salary provided through the Nevada Public Employees' Retirement System (PERS). The City of Boulder City provides an Employer Pay Contribution Plan (EPC). Under this pre-tax plan, the employer pays the PERS contribution on your behalf. Future PERS increases are split between the City and the employee through a salary reduction in lieu of a pay raise.

Holidays – Twelve and a half (12.5) holidays, and one (1) floating holiday per calendar year.

Deferred Compensation Plan – The City offers a 457 Plan, a government deferred compensation plan similar to a 401(k) plan.

Annual Leave – Hours accrued each year: Date of Hire to one year of eligible employment: 80 Hours One year of eligible employment to ten consecutive years of eligible employment: 120 hours Ten consecutive years of eligible employment to fifteen years of eligible employment: 160 hours More than fifteen consecutive years of eligible employment: 200 hours

Sick Leave – Accrual is at the current rate of 10 (ten) hours per month.

Social Security – Not deducted from your income, as you will belong to the regular Public Employees Retirement System (PERS) with the State of Nevada. Your portion of the Medicare tax will be deducted from your pay, along with federal withholding.

NOTE: Benefits subject to change.