Administrative Secretary - Museum

CITY OF KETCHIKAN

SPECIFICS
February 16, 2024

TITLE: ADMINISTRATIVE SECRETARY

DEPARTMENT: Museum DIVISION: Collections/Programs

STATUS: Regular

Part-Time

HOURS/DAYS: 30-Hours per week

Work schedule negotiable

GRADE / STEP: 844 / E-G DUTIES: See attached job description

HOURLY: $23.40 - $24.13/Hr.

DOQ

UNION STATUS: NO

SPECIAL REQUIREMENTS:

Three years of increasingly responsible clerical, office administrative, or secretarial
experience; experience in a municipal government setting is desired.

ADVERTISING REQUIREMENTS

Position open until filled

WHERE: Local Only Statewide Pacific NW National
PUBLICATIONS: Ketchikan Daily News; Job Service; City Website

APPLICANT PROCESSING INSTRUCTIONS

FOR APPLICATION AND COMPLETE JOB DESCRIPTION CONTACT:

HUMAN RESOURCES AT (907) 228-5631 OR ON-LINE AT

http://www.ktn-ak.us/jobs

CITY OF KETCHIKAN IS AN EQUAL OPPORTUNITY EMPLOYER

CITY OF KETCHIKAN

ADMINISTRATIVE SECRETARY – MUSEUM

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the

class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under general supervision, performs a wide variety of responsible and difficult clerical and secretarial

duties and activities of a general and specialized nature in support of the Museum Department; performs a

range of office and administrative support functions; and prepares and edits a wide range of documents

and reports ranging from general correspondence to technical reports.

The Administrative Secretary classification is distinguished from the Administrative Clerk class in that

incumbents in the Administrative Secretary class perform significant technical and specialized

administrative and office support functions with minimal direction and supervision, in addition to

providing general clerical support. Incumbents in the Administrative Secretary classification perform

difficult, responsible, and specialized office and administrative support functions requiring a thorough

knowledge of departmental regulations, policies, and procedures. Assigned work requires the use of

initiative and judgment in selecting appropriate work methods, interacting with and handling complaints

from customers, parties of interest, and the public, and in solving non-routine problems based on

knowledge gained through experience.

The Administrative Secretary classification is distinguished from the Administrative Assistant class in

that incumbents in the Administrative Assistant class perform more difficult and complex administrative

support tasks involving a thorough knowledge of the policies and procedures for their functional areas

with a significant degree of independent judgment. Incumbents in the Administrative Assistant class are

assigned significant responsibility for carrying out administrative and office secretarial duties, frequently

of a complex, highly sensitive, and confidential nature in an assigned functional area, often in a rapidly

changing environment. Incumbents may also supervise a small number of staff and perform technical

duties in support of assigned operations.

The Museum Department collects, preserves, researches, and exhibits Ketchikan area historical archival

and ethnographic materials. The Administrative Secretary - Museum contributes to Departmental

operations by performing responsible and difficult clerical and secretarial duties in support of the

Museum Department. The Administrative Secretary - Museum must perform these duties in a manner that

reflects positively on the City and the Department. He/she is responsible for maintaining a level of

professional expertise and image that promotes efficient use of the resources available to the Department.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or

may be required to perform additional or different duties from those set forth below to address business needs and

changing business practices.

1. Performs a variety of routine administrative and responsible and difficult secretarial and clerical

duties in support of assigned management and supervisory staff in the Museum Department.

2. Types, word processes, formats, edits, revises, proofreads, and prints a variety of documents and

forms including reports, correspondence, memoranda, agenda items and reports, agreements,

technical and statistical charts and tables, and other specialized and technical materials from

rough draft dictation, modified standard format, and brief verbal instructions; develops, revises,

and maintains standardized and master documents; composes correspondence, reports and

informational materials; assists in designing and producing informational handouts; copies,

disseminates, and posts documents and information as appropriate.

3. Maintains calendar of activities, meetings, and various events for assigned staff; coordinates

activities and meetings with other City departments, the public, and outside agencies; coordinates

and arranges special events as assigned.

4. Coordinates, makes, processes, and confirms staff travel arrangements; arranges for

transportation and accommodations for travel, checks and processes expense claims.

5. Maintains accurate and up-to-date office files, records, and logs for assigned areas; develops,

prepares, and monitors various logs, accounts, and files for current and accurate information

including manual and computer logs of documents processed.

6. Compiles, prepares, and enters data into a computer from various sources including accounting,

statistical, and related documents; creates and maintains computer based tracking information and

reports including assigned databases, records, and lists; creates standard statistical spreadsheets;

inputs corrections and updates; verifies data for accuracy and completeness.

7. Assists in assembling and preparing the annual budget for area of assignment as assigned;

monitors expenditures against budget; prepares purchase requisitions and requests for payment.

8. Monitors inventories of supplies and materials; prepares purchase requisitions and requests for

payment.

9. Performs a variety of general bookkeeping and clerical accounting duties and responsibilities

involved in financial record keeping and reporting for assigned area; maintains a variety of

accounting records, logs, and files; verifies, balances, and adjusts accounting records.

10. Processes commercial carrier billings and invoices and maintains accurate records; interacts with

City and commercial carrier representatives; keeps staff advised of payment status of commercial

carrier accounts.

11. Serves as liaison between assigned office and the general public, City staff, and outside groups

and agencies; provides information and assistance as appropriate; explains programs, policies,

and activities related to specific program area of assignment; receives office and telephone

callers; calendars appointments; responds to complaints and requests for information relating to

assigned responsibilities; refers callers and/or complaints to appropriate City staff for further

assistance as needed and/or takes or recommends actions to resolve the complaint.

12. Operates a variety of office equipment including a computer, switchboard, copier, facsimile

machine, and adding machine; utilizes various computer applications and software packages.

13. Participates with special projects as assigned; assists in planning, coordinating and implementing

assigned programs and events; assists in monitoring assigned programs.

14. Assists Collections staff with various projects; maintains and updates vertical files in archives

that contain important historical reference material utilized by staff and researchers; furnishes

historical information to researchers and writers; clips pertinent and historical articles from local

newspaper to include in the archival vertical files; and assists in cataloging accessioned items for

the permanent collection.

15. Assists program staff with mailings, writing newsletter articles, proofing newsletter, and assisting

during special programs and exhibit openings; assists program staff with processing paperwork

associated with the Totem Heritage Center’s annual series of classes, workshops, and seminars in

Northwest Coast Native art and cultures.

16. Assists staff in preparation of gallery for upcoming exhibits; cleans and prepares objects for

display; mounts photographs; prepares labels; and assists in the de-installation of exhibits.

17. Participates in the collection, compilation, and analysis of information from various sources on a

variety of specialized topics related to assigned programs; participates in the preparation of

reports that present and interpret data, identify alternatives, and make and justify

recommendations.

18. Reviews for accuracy and routes reports originated by the Museum Attendant; banks admissions

monies; maintains cash fund; processes deposit forms and compiles deposit data for reports.

19. Relieves Museum Attendant during morning, lunch, and afternoon breaks.

20. Attends Museum Advisory Board, Totem Heritage Center Advisory Board, and other meetings as

assigned; prepares meeting packets; transcribes and types minutes of meetings.

21. Prepares, processes, and maintains time sheets, payroll records, and personnel records for

assigned area as assigned.

22. Supervises and trains assigned employees as necessary.

23. Performs related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a

short period of time in order to successfully perform the assigned duties.

Knowledge of:

Organization, operation, and services of the City and of outside agencies as necessary to assume

assigned responsibilities.

Office procedures, methods, and equipment including computers.

Computer applications such as word processing, spreadsheets, and databases.

Basic principles and practices of fiscal, statistical, and administrative research and report preparation.

Principles and practices of sound business communication.

Principles of business letter writing and basic report preparation.

Basic principles and practices of budget preparation and administration.

Records management principles and procedures including record keeping and filing principles and

practices.

Methods and techniques of proper phone etiquette.

Mathematical principles.

English usage, spelling, grammar, and punctuation.

Customer service and public relations methods and techniques.

Ability to:

Perform a variety of responsible and difficult clerical and secretarial duties and activities of a general

and specialized nature in support of the assigned department, division, or program area.

Understand the organization and operation of the City and of outside agencies as necessary to assume

assigned responsibilities.

Understand the organization and operation of the Museum Department as necessary to assume

assigned responsibilities.

Understand, interpret, and apply general and specific administrative and Museum Department policies

and procedures.

Interpret and apply applicable federal, state, and local laws, codes, and regulations.

Operate office equipment including computers and supporting word processing, spreadsheet, and

database applications.

Learn and effectively utilize various software applications.

Learn and apply new information and skills.

Type or enter data at a speed necessary for successful job performance.

Participate in researching, compiling, analyzing, and interpreting data.

Participate in the preparation of a variety of administrative and financial reports.

Establish and maintain a variety of specialized files and records.

Independently prepare correspondence and memoranda from brief instructions.

Accurately count, record, and balance assigned transactions.

Perform routine mathematical calculations.

Work under steady pressure with frequent interruptions and a high degree of public contact by phone

or in person.

Plan and organize work to meet changing priorities and deadlines.

Understand and carry out oral and written directions.

Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other

agencies on sensitive issues in area of responsibility.

Exercise good judgment in maintaining critical and sensitive information, records, and reports.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely
provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities

would be:

Education/Training:

Equivalent to completion of the twelfth grade. Supplemental training in secretarial science or

a related field is desirable.

Experience:

Three years of increasingly responsible clerical, office administrative, or secretarial

experience. Experience in a municipal government setting is desirable.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein 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 job functions.

Environment: Work is performed primarily in a standard office setting.

Physical: Primary functions require sufficient physical ability and mobility to work in an office

setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach,

and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office

equipment requiring repetitive hand movement and fine coordination including use of a computer

keyboard; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

Grade: 8-44

Union: No

FLSA: Non-Exempt

Date Approved:

Date Created: June, 2007 (Johnson & Associates)

Date Amended: November 2014

Date Reviewed: August 2019

Human Resources Manager Approval

City Manager Approval