Part Time Secretary-Mayor's Office

City of Westfield • Westfield, MA • 3h ago

SECRETARY MAYOR\'S OFFICE / PART TIME GENERAL STATEMENT OF DUTIES AND
RESPONSIBILITIES: Performs a variety of clerical duties according to
standard office procedures. Moderate degree of decision making and
knowledge of the functions of the city\'s departments and mayor\'s
office. Significant degree of interaction with the public. SUPERVISION:
Works under the general supervision of the Mayor and the direct
supervision of the Administrative Assistant to the Mayor. The employee
is familiar with the work routine and uses initiative in carrying out
recurring assignments independently with specific instruction. The
supervisor provides additional, specific instruction for new, difficult
or unusual assignments. ESSENTIAL DUTIES AND RESPONSIBILITES: The
essential functions or duties listed below are intended only as
illustrations of the various @type of work that may be performed. The
omission of specific statements of duties does not exclude them from the
position if the work is similar, related, or a logical assignment to the
position. Assist in handling incoming calls, making assessment of
caller\'s needs and directing calls to appropriate department/person for
resolution of situation or providing information in response thereto in
conformity with limits of authority. Responsible for composing and
typing correspondence given a general idea of content, rough draft or
written format. Compose basic letters to public, responds to City
Council agenda, proclamations, etc. as needed. Responsible for any
filing. Responsible for the mail - sorting and distributing to the
appropriate departments and/or personnel. Responsible for maintaining
inventory and ordering approved office supplies as needed for Mayor\'s
office, including paper for copier. Assist with accounts payable
functions. When Secretary is out of office is responsible for managing
of office. May be assigned any other duties as related to assist
department function. EDUCATION AND EXPERIENCE: High School degree or GED
certification. At least one year related work experience and/or
training. A combination of education and experience will be considered.
SKILLS AND QUALIFICATIONS: Excellent organizational, typing and data
processing skills, proficient in the use of personal computers and
office software including word processing, database, internet and
spreadsheet applications. Working knowledge of office software and
machines. Must have a firm understanding of math and technology as well
as knowledge of accounting techniques. The work involves numerous
standardized practices, procedures, or general instructions that govern
the work and in some cases may require additional interpretation.
Judgment is needed to locate, select and apply the most pertinent
practice, procedure, regulation or guideline. Ability to communicate
effectively both orally and in writing; strong communication skills in
relaying important information and ability to deal appropriately with
other employees, department heads and City officials. Ability to
maintain confidential information. Ability to understand and follow
directions and take the initiative in completing assignments. Ability to
complete work under pressure while maintaining a high degree of accuracy
in accordance with work deadlines. Ability to follow departmental rules,
regulations, policies & practices in all aspects of job. The work
consists of the practical application of a variety of concepts,
practices and specialized techniques relating to a professional or
technical field. Assignments typically involve evaluation and
interpretation of factors, conditions or unusual circumstances;
inspecting, testing or evaluating compliance with established standards
or criteria; gathering, analyzing and evaluating facts. Ability to
proofread work. Ability to learn and efficiently utilize specific
software for department use. Performs preparation of forms,
correspondence and other document

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