Adminstrative Secretary I - Salt Lake City, United States - Salt Lake City

Description

Position Title:
Adminstrative Secretary I - Planning Division

Job Description:
The Planning Division offers a valuable opportunity for a skilled administrative professional who excels in a dynamic team setting. This role involves providing support to the Deputy Director as a semi-private assistant and assisting the Planning Staff in various operational tasks.

Responsibilities of this role entail payroll management, budgeting, accounts payable, procurement of office supplies, meticulous inventory record-keeping, and involvement in GRAMA and community inquiries. Additionally, responsibilities include supporting public commission meetings by sending out event notifications, updating department websites, organizing online events, collaborating with city planners, attending meetings, and recording minutes.

The ideal candidate should be committed to delivering exceptional customer service, positively influencing team members, and thriving in an environment with constantly changing demands. Strong attention to detail, organizational skills, and effective communication are essential. If you enjoy proactively seeking creative solutions, continuously enhancing processes, and can work autonomously, we encourage you to consider joining our team where teamwork is highly valued.

Preference will be given to candidates with prior administrative experience or skills that seamlessly align with office environments.

This position follows a hybrid work schedule. An early application is recommended. The position will be open until filled and may close at any time without prior notice.

This position includes a comprehensive benefits package. Learn more about our benefits here:

TYPICAL DUTIES:
- May act as a liaison with various departments, divisions, external agencies, committees, or boards and represent the department when necessary.
- Take dictations and transcribe them, type letters, memos, reports, and other documents accurately.
- Compose and type official correspondence, and may respond in writing on behalf of a division or section.
- Provide secretarial and clerical support, including taking minutes and preparing reports for meetings or committees.
- Answer phones and handle inquiries, direct visitors, appointments, and provide information to the public and employees.
- Prepare, organize, and maintain reports, files, records, or other documentation as per departmental guidelines.
- Coordinate meetings, schedule travel for department personnel, and manage office supplies and equipment.
- Supervise clerical staff, assign tasks, review work, and perform related duties as required.

MINIMUM QUALIFICATIONS:
- High school diploma or equivalent with four years of office secretarial or clerical experience. Office administration training can substitute for one year of experience.
- Proficiency in computer use for filing system, word processing, and/or spreadsheets as needed by the department.
- Familiarity with standard office equipment and specific technical tools, such as laminators, paper folders, copiers, and printers.
- Knowledge of modern office procedures, business English, grammar, and correspondence formats.
- Ability to manage appointments, complex filing systems, records, and standard office machinery.
- Effective communication with co-workers, supervisors, employees, and the public. Leadership skills to assign tasks and provide direction to subordinates.
- Possession of a valid driver's license or driving privilege card.

WORKING CONDITIONS:
- Light physical exertion in a pleasant work environment with frequent computer screen usage.
- Occasional exposure to stress due to human interactions.

The statements above offer an overview of the primary duties and level of work involved in this role. They do not encompass all responsibilities, skills, and tasks assigned. All requirements are subject to adjustments to accommodate individuals with disabilities.

Employment offers are subject to the successful completion of a criminal background check following City guidelines and laws. Criminal history will be evaluated on a case-by-case basis and does not automatically disqualify candidates.

POSITION TYPE
Full-Time
POSITION SALARY RANGE
$19.53/hr. - $25.94/hr.
DEPARTMENT
Community and Neighborhoods
Full Time/Part Time:
Full time
Scheduled Hours:
40