Salary : $46,429.00 – $56,436.00 Annually
Location : Town of East Hartford, CT
Job Type: Full-Time
Job Number: 00172
Department: Social Services
Opening Date: 07/28/2023
Closing Date: 8/13/2023 11:59 PM Eastern
POSITION DEFINITION
Performs secretarial and administrative work of a complex, confidential and responsible nature in a major department.
?In the Town of East Hartford, we don’t just accept difference – we celebrate it, support it, and thrive on it for the benefit of our employees, residents, and community partners. ?The Town of East Hartford is proud to be an equal-opportunity workplace.
ESSENTIAL JOB FUNCTIONS
- Receives oral and written instructions from a department head.
- Plans and organizes work according to established office or standard procedures.
- Determines priority of work tasks.
- Assigns work to clerical staff or to temporary staff.
- Relieves supervisor of office administrative detail work.
- Compiles and coordinates data for action by supervisor.
- Prepares statistical and narrative reports of some complexity.
- Transmits and explains supervisor’s directions to proper persons, and follows up to assure compliance, completeness and conformance with deadlines.
- Assists in the preparation of department budget by compiling information and typing budget proposals.
- Types and transcribes letters, reports, and meeting minutes from rough draft, shorthand notes, or transcription equipment.
- Provides secretarial services to assigned boards or commissions as required.
- Composes and types routine correspondence and reports.
- Screens telephone calls or greets visitors, ascertains nature of business, and refers to appropriate office/person as possible.
- Arranges meetings and schedules appointments for supervisor.
- Maintains running record of line item accounts.
- Prepares and process purchase orders.
- Performs special assignments, studies, and routine administrative functions as directed.
- Meets the public and provides information on subjects such as department or town services.
- Receives and records fees.
- Performs related bookkeeping functions.
- Reports work accomplished to supervisor.
- ADDITIONAL DUTIES:
- Organizes and prepares materials for publication such as administrative regulations, position announcements, examination procedures, program guides, and activity schedules.
- Maintains inventory of office supplies, materials, and equipment.
- Develops and maintains confidential and complex records and files.
- Maintains department purchasing, personnel, or other administrative records.
KNOWLEDGE, SKILLS AND ABILITIES
- Receives general supervision from a department head.
QUALIFICATIONS PROFILE:
- The skills and knowledge required would generally be acquired with a high school education with course work in Business English, and Commercial Arithmetic with four years of progressively responsible secretarial or office administrative work, or in lieu thereof an Associate’s degree in Secretarial Science and two years of progressively responsible secretarial or office administration work.
- Ability to type with speed and accuracy.
- Ability to take minutes of meetings, correspondence and reports, etc. in shorthand.
- Ability to establish and maintain complex files and record systems.
- Ability to work with a minimum of supervision.
- Ability to compose clear and correct letters and reports.
- Ability to efficiently schedule and coordinate meetings and events.
- Ability to accurately process large amount of paperwork. Accurately and efficiently.
- Ability to supervise.
- Ability to relate positively to those contacted.
- Ability to learn to operate data and word processing equipment.
- Ability to compile data as requested.
- Ability to acquire a working knowledge of the functions and responsibilities of the department.
- Ability to perform basic bookkeeping skills.
- Ability to supervise clerical staff and operations.
JOB QUALIFICATIONS AND LICENSING
LICENSE OR CERTIFICATE:
Not applicable.
Note: The above description is illustrative of tasks and responsibilities. It is not
meant to be all-inclusive of every task or responsibility.