Executive Secretary
City Of Stow is accepting applications to fill the full-time position of Executive Secretary for the Planning Department. Starting pay range is $21.72 to $28.73 per hour.
Supervision Received: Works under the supervision of the Director of Planning and Development, with assignments and tasks also given by the Deputy Planning Director and the Economic Development Coordinator.
Supervision Exercised: May exercise supervision over Planning Department staff, on an individual project basis.
Position Classifications: The position of Executive Secretary-Planning and Development in the City of Stow is Unclassified by the Stow Municipal Civil Service Commission, is Non-Exempt under the Fair Labor Standards Act and is not included in a collective bargaining agreement.
Purpose: Perform routine and complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the Planning Department staff and assisting in the administration of the standard operating policies and procedures of the department.
Essential Functions:
1. Perform routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, producing meeting minutes, cashiering, data processing and bookkeeping.
2. Answer in-coming calls and route callers or provide planning, zoning, economic development and related information, as required.
3. Receive the public and answer questions; respond to inquiries from employees, public officials, citizens and others and refer questions, when necessary, to the appropriate person(s).
4. Initiate the procurement of department materials and supplies.
5. Assemble packages containing plans and reports for each individual agenda item and create mail merge for public notification letters.
6. Maintain records of all current and historical Planning Commission items.
7. Maintain records for all permits issued including scanning and archiving applications/permits.
8. Receive, stamp and distribute incoming mail; process outgoing mail.
9. Compose, type and edit a variety of correspondence, reports, memoranda, and other material.
10. Provide secretarial assistance to the Planning Commission; perform an accurate recording of the proceedings and prepare the minutes. Distribute requested information from the minutes to the appropriate individuals.
11. Input data to the standard office and department forms; make simply postings to accounts; compile data for various reports.
12. Assist with zoning compliance activities including receiving complaints from the public, logging them into the violation software, scheduling inspections and contractors, maintaining billing records and initiating tax assessment actions.
13. Act as custodian of department documents and records. Establish and maintain filing systems; control records and indexes using moderate independent judgment.
14. Maintain inventories and order office supplies and materials.
15. Maintain departmental personnel records.
16. Schedule appointments.
17. Serve as a Notary Public.
18. Perform other duties related to those of the position and/or resulting from the needs of the organization.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them if the work is similar, related or a logical assignment to the position.
Qualifications:
1. Must have graduated from high school or have a GED equivalent.
2. Must possess five (5) or more years of increasingly responsible related experience; three (3) or more years of supervisory experience is preferred.
3. Must be proficient in Microsoft Office Suite.
4. Must be able to learn planning-related software.
5. Must have working knowledge of computers and electronic data processing, modern office practices and procedures and some knowledge of accounting principles and practices.
6. Must be able to work independently and carry out assignments to completion with minimal instruction.
7. Must be able to understand and follow oral and written instructions and write brief messages.
8. Must be able to multi-task.
9. Must demonstrate skill in the operation of the listed tools and equipment.
10. Must be able to perform receipting and cashiering duties accurately.
11. Must be proficient in the typing and composition of correspondence and meeting minutes.
12. Must be able to determine priorities and work within stressful situations.
13. Must have the ability to establish and maintain effective working relationships and communicate effectively, both orally and in writing, with City employees and officials and the general public.
14. Must be bondable.
15. Must possess and maintain a valid State of Ohio Driver’s License throughout the term of employment.
16. Must possess valid Ohio Notary Public certification throughout the term of employment.
17. Must be able to work day and evening hours, as required.
Tools and Equipment: Tools and equipment used in the performance of this position include, but are not limited to, the following: personal computer, including word processing software; fax machine and copy machine; postage machine; tape and/or digital audio recorder; zoning map; transcription equipment; 10-key calculator; telephone; and automobile.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk, use hands and fingers to handle and operate objects, tools and controls and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.
EOE