Secretary I

Education equivalent to completion of the twelfth grade. One year of general office
support and clerical experience.

ADVERTISING REQUIREMENTS
POSITION CLOSES February 2, 2022 @ 5:00 PM

WHERE: Local Only Statewide Pacific NW National
WHO: Major papers in specified area: Ketchikan Daily News
Special agencies/associations:Job Service
OTHER: City of Ketchikan Website; NWPPA

APPLICANT PROCESSING INSTRUCTIONS
FOR APPLICATION AND COMPLETE JOB DESCRIPTION CONTACT:

THE CITY OF KETCHIKAN, 334 FRONT STREET, (907) 228-5631 OR ON-LINE AT
www.ktn-ak.us/jobs

CITY OF KETCHIKAN IS AN EQUAL OPPORTUNITY EMPLOYER

CITY OF KETCHIKAN
SECRETARY I – KETCHIKAN PUBLIC UTILITIES/ELECTRIC

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 supervision, performs a wide variety of office support and clerical duties and activities of a general
and specialized nature in support of the Electric Division within the Ketchikan Public Utilities (KPU);
receives and directs telephone calls and visitors; provides information and assistance to other agencies,
City/KPU staff, and the general public; receives, routes, and distributes incoming and outgoing mail;
performs a variety of records management duties; and performs word processing duties.

The Secretary I - KPU classification is distinguished from the Secretary II - KPU class in that incumbents
in the Secretary II – KPU 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 Secretary II - KPU 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 Ketchikan Public Utilities provides quality utility services as efficiently and effectively as possible
within guidelines established by federal and state law, the Charter of the City of Ketchikan, the Ketchikan
Municipal Code, and the citizens of Ketchikan as represented by the City Council. The Electric Division
of Ketchikan Public Utilities provides for the generation, transmission, and distribution of electric energy
to the industry, business and citizens of the City and borough. The Secretary I - KPU/Electric contributes
to KPU/Electric Division operations by performing a wide variety of office support and clerical duties
and activities of a general and specialized nature in support of the Division. The Secretary I –
KPU/Electric must perform these duties in a manner that reflects positively on the City, KPU, and the
Division. 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.

Types, word processes, formats, edits, revises, proofreads, and prints a variety of documents and forms
including notices, reports, general correspondence, agreements, claims, and other documents from
rough draft or verbal instructions; composes routine correspondence; copies, disseminates, and posts
documents and information as appropriate.

Assists the general public, City/KPU staff, and outside groups and agencies by providing information
related to specific program area of assignment; receives office and telephone callers; responds to
complaints and requests for information relating to assigned responsibilities; refers callers to
appropriate City/KPU staff for further assistance as needed.

Provides information and forms to the public; collects and processes appropriate information; applies
applicable policies and procedures in determining completeness of applications, forms, records, and
reports.

Operates a variety of office equipment including a computer, typewriter, switchboard, copier, facsimile
machine, and adding machine; utilizes various computer applications and software packages.

Uses 2-way radio when in communication with division personnel.

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; inputs corrections and updates; verifies data
for accuracy and completeness; assists in the compilation of reports.

Maintains accurate and up-to-date office files and records 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, calls and complaints received, and other requests; develops,
organizes, and maintains filing systems; researches, collects and prepares regular and periodic
statistical reports.

Processes departmental payroll records.

Assists in the processing of division line extensions, easements, and utility permits as required.

Prepares and distributes public service announcements.

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

Performs a variety of routine clerical accounting duties and responsibilities involved in financial record
keeping and reporting for assigned area; maintains a variety of routine accounting records, logs, and
files.

Maintains calendar of activities, meetings, and various events for assigned staff; coordinates activities and
meetings with other City/KPU departments, the public, and outside agencies; coordinates and
arranges special events as assigned.

Processes mail including receiving, sorting, time-stamping, logging, and distributing incoming and
outgoing correspondence and packages.

Provides courier service for inter-office and remote facility mail and package distribution.

Sorts, assigns codes, cross-references, duplicates, and files a wide variety of City/KPU records,
documents, and other materials for area of assignment; creates new files; creates and maintains
chronological files; maintains up-to-date file listings, indexes, and cross-references; retrieves,
duplicates, distributes, and tracks with users copies of records as requested.

May be required to assist other secretarial positions within the utility on an as needed basis.

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:
English usage, spelling, grammar, and punctuation.
Office procedures, methods, and equipment including computers.
Basic computer applications such as word processing, spreadsheets, and databases.
Records management principles and procedures including record keeping and filing principles and

practices.
Methods and techniques of proper phone etiquette.
Mathematical principles.
Basic principles of business letter writing and report preparation.

Ability to:
Perform a variety of clerical and office support duties of a general and specialized nature for an

assigned office.
Learn the organization, operation, and services of the City/KPU and of outside agencies as necessary

to assume assigned responsibilities.
Learn the organization, operation, and services of the KPU Electric Division as necessary to assume

assigned responsibilities.
Learn to correctly interpret and apply general administrative and KPU Electric Division departmental

policies and procedures.
Learn to apply applicable federal, state, and local laws, codes, and regulations.
Operate a two way radio.
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.
Establish and maintain a variety of files and records.
Prepare routine correspondence and memoranda.
Accurately count, record, and balance assigned transactions.
Perform routine mathematical calculations.
Respond tactfully, clearly, concisely, and appropriately to inquiries from other City/KPU staff, the

general public, and outside agencies.
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.
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.

Experience:
One year of general office support and clerical experience.

License or Certificate:
Possession of, or ability to obtain, an appropriate, valid driver’s license.

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; travels to different sites and
locations.

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.