Secretary - Planning & Zoning Department

Job Overview

GENERAL SUMMARY:  Performs a variety of complex clerical duties; performs related work as required. 

DISTINGUISHING FEATURES OF THE CLASS: The work in this class involves responsibility for the performance of difficult and varied clerical duties.  Employees in this class are required to exercise independent judgment and the work is reviewed by the supervisor through reports, conferences, and results achieved. 

JOB DUTIES: 

• Accurately develops memorandums, correspondence, reports and documents from rough drafts; composes correspondence in accordance with standard policies and general instructions  
• Performs billing and payroll functions 
• Drafts newsletter articles and news releases; proofs publications 
• Maintains website content 
• Handles confidential information  
• Greets customers by telephone and in person; responds to written and verbal inquiries and requests for service in a courteous, timely and equitable manner; explains policies and procedures  
• Arranges appointments and meetings; routes incoming mail and correspondence; maintains files; requisitions supplies; prepares purchase orders; maintains records 
• Compiles statistical data and reports; performs data entry; keeps informed on improved office procedures and equipment; operates a computer, calculator, copier, transcriber, document imaging and related office equipment 
• Takes minutes at meetings 
• Participates in the City’s intercultural competency training and program 
• Performs other related duties as assigned

KNOWLEDGE, SKILLS AND ABILITIES:  

• Administrative/Clerical - Knowledge and skill of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology. 
• Customer and Service - Knowledge of principles and processes for providing customer services in a highly confidential manner including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. 
• Computer Skills – Ability to use a computer, skill in the use of word processing, spreadsheet, and document imaging software. 
• Active Listening and Comprehension - Listening to others, not interrupting, and asking good questions to recognize what is being said and arrive at an understanding of what is being relayed. 
• Speaking and Expression – Communicating by speaking clearly to others. 
• Written Expression – Communicating in writing both to and for co-workers and customers. 
• Monitoring - Keeping track of how well people and/or groups are doing in order to make improvements. 
• Critical Thinking and Problem Solving – Noticing when problems happen with the ability to think about the pros and cons of different ways to find resolve or a solution. 
• Social Perceptiveness - Understanding people's reactions. 
• Service Orientation - Looking for ways to help people. 
• Reading and Written Comprehension - Reading and understanding written work-related information. 
• Organization – Keep files, folders, schedules in order so an office runs efficiently.   
• Detail Orientation – Pays attention to spelling, numbers, format, order, etc., to minimize errors.  Able to complete accurate work quickly. 
• Team Player – Demonstrated ability to work effectively as a member of a team; desire to be part of an organization that values service, people, integrity, responsibility, innovation and team work. 

REQUIRED QUALIFICATIONS: 

• High school diploma or equivalent; and 
• Clerical/administrative experience or on-the-job training related to the duties of the position; or 
• Any combination of education and experience equivalent to the position qualifications. 

PREFERED QUALIFICATIONS: 

• Experience working with a diverse workforce and population. 
• Customer service experience. 

RESIDENCY REQUIREMENT: Employee shall establish their principal place of residence either within the city limits or within thirty (30) miles of the corporate city limits of the city of Dubuque by the most direct street, road or highway as soon as practicable after appointment, but within two years of appointment. 

FLSA STATUS: Non-Exempt   

The City of Dubuque is an equal opportunity employer. All applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or veteran status.