City of Haysville

Administrative Secretary - City of Haysville

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POSITION SUMMARY
Under the supervision of the City Clerk/Treasurer, the Administrative Secretary is a non-exempt position under FLSA and
performs administrative and clerical duties. Responsible for answering and directing incoming telephone calls, issuing and
maintaining all business registrations and licenses, and providing secretarial support for the City Clerk/Treasurer and Assistant
City Clerk. 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;
- Fields questions, concerns, and complaints from the general public;
- Handles special assessment inquiries;
- Issues business registrations, maintains list of licensed businesses, and notifies businesses of registration renewals;
- Assists City Clerk and Assistant City Clerk with correspondence and projects;
- Receives payments and processes applications for licenses, permits, and registrations;
- Maintains and files all ordinances and resolutions;
- Receives customer payments and posts to appropriate accounts;
- Assist customers establish new water accounts, transfer accounts, and schedule service connections/disconnections;
- Generates and sends delinquent water payment notices;
- Schedules rentals of public facilities;
- Notarizes documents;
- Serves as back up for Utility Billing Clerk and Office Clerk;
- Maintains nuisance abatement documents and submits charges to be applied to property taxes;
- Processes insufficient funds checks;
- Follows safety procedures and practices;
- Follows department policies and procedures.


MARGINAL FUNCTIONS
- Registers citizens to vote;
- Assists other department;
- Performs other duties as deemed necessary or assigned.

POSITION REQUIREMENTS
Experience: At least two 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: Must have proficiency in clerical skills, office procedures, computers, typing, and a working knowledge of
mathematics. Must operate computers, typewriters, 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: Occasional 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 certain projects in the City Clerk’s absence,
prioritizing daily work assignments, resolving citizen complaints, and performing daily duties in the most efficient manner.


Supervision: Works under direction of the City Clerk/Treasurer. 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: Frequent contact with the general public, co-workers, and supervisory personnel.


Working Conditions: No adverse working conditions. 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.