City of Haysville

Administrative Secretary - City of Haysville

Haysville, KS

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POSITION SUMMARY
Under the supervision of the Chief Administrative Officer and Deputy Administrative Officer, the
Administrative Secretary is a non-exempt position under FLSA and performs administrative and clerical
duties. Responsible for answering and directing incoming telephone calls and providing secretarial
support for the Chief and Deputy Officer, Mayor and Administrative Services Department. Required to
attend City Council meetings and prepare the minutes. Responsible for presenting a positive image of the
City through news releases, news conferences, media events and other appropriate outlets. Provides
backup for the front office. Must maintain absolute confidentiality of information, data and records
obtained through or because of employment with the City.


ESSENTIAL FUNCTIONS
• Answers and directs incoming telephone calls;
• Provides support for City Council meetings, prepares agendas, packets, and minutes of the meetings;
• Provides support for Haysville Forward meetings, prepares agendas, packets, and minutes of the
meetings;
• Assists the Chief Administrative Officer, Deputy Administrative Officer, Mayor and Administrative
Services Department with correspondence and projects;
• Types letters and documents;
• Provides citizen assistance by fielding questions, concerns, and complaints from the general public;
• Presents a positive image of the City through a professional appearance and courteous attitude;
• Performs general clerical duties;
• Processes Council Action Forms;
• Coordinates special projects as assigned;
• Assists in creating and maintaining the City web site;
• Creates graphic designs of flyers, brochures, guides, newsletters, and public relations items for the city;
• Prepares news releases;
• Creates employee newsletter;
• Assists in coordinating employee events;
• Follows department policies and procedures;
• Follows safety procedures and practices.


MARGINAL FUNCTIONS
• Provides support for the City Clerk Department and Senior
Center ;
• Assists other departments;
• Performs other duties as deemed necessary or assigned.

Experience: One to three years of similar or related experience is required. Expected to have acquired
the necessary information and skills to perform the job reasonably well within six months to one year of
employment.


Education: A high school diploma or GED is required. A certified transcript will be accepted in lieu of a
diploma. A technical degree or some college credit in Office Administration or a related field is
preferred. Must possess a valid Kansas Driver’s License (or obtain within 30 days of employment). Must
be a Certified Notary Public (or become one within three months of employment).


Technical Skills: Thorough knowledge of clerical skills, office procedures, computers, typing, and a
working knowledge of mathematics is required. Must operate computers, keyboards, photocopiers,
telephone systems, and other office equipment. Must type with speed and accuracy, concentrate on tasks
in the presence of distractions, and read and interpret legal documents, letters, forms, and written
instructions. Should possess excellent public relation, organizational, and secretarial skills, and oral and
written communication skills in English. Must maintain absolute confidentiality of information, data and
records obtained through or because of employment with the City. Must accurately make change.


Problem Solving: Some independent problem solving. Encounters problems with citizen complaints and
data entry errors. Decisions often made in stressful situations.


Decision Making: Occasional independent decision making. Makes decisions about prioritizing daily
work assignments, working under deadlines, resolving citizen complaints, and performing daily duties in
the most efficient manner.


Supervision: Works under the direction of the Deputy Administrative Officer. Has no supervisory
responsibilities.


Financial Accountability: Responsible for some department resources and is required to be bonded.
Does not participate in the annual budget process.


Personal Relations: Daily contact with the general public, co-workers, and supervisory personnel.
Frequent contact with the governing body.


Working Conditions: No adverse working conditions exist. Working in an office setting with a
computer is the primary aspect of this position. Deals with the general public including those who are
angry and upset.


Physical Requirements: Frequently required to sit and talk or hear, use hands to finger, handle, feel or
operate objects, tools, or controls; and reach with hands and arms. Occasionally required to walk. Must
occasionally lift and/or move up to 60 pounds. Specific vision abilities required by this job include close
vision and the ability to adjust focus. Must safely operate a vehicle.