What are the responsibilities and job description for the Secretary III position at City of Omaha, NE?
Posting Type: Closed Competitive
Work Type: Full-Time
Nature of Work: This is advanced secretarial and general office work of a responsible nature. Work includes taking and transcribing dictation of an advanced and technical nature, maintaining the supervisor's calendar, coordinating meetings, independently composing responses to incoming mail, and preparing and distributing agendas for meetings. Incumbents may also have significant supervisory responsibilities over a group of clerical employees.
Education and Experience: (The knowledge, skills, and abilities may be acquired through, but are not limited to, the following combination of education and/or experience.)
High school graduation or its equivalent AND Four (4) years of experience in secretarial work
Special Qualifications: Must pass a typing test with a net accuracy rate of fifty-five (55) words per minute or better with 90% accuracy at time of application. Candidates can access the typing test at
https://app.typingtest.com/test?id=u9f2f1j5
Pay Range: $19.69 with step increases to $29.02/Hourly
Benefits: Forty-hour work week; twelve days of paid vacation per year for the first five years, sick leave, and twelve paid holidays. The City offers an employee group health insurance which includes major medical for individual or Family plan; Cash Pension Program, plus Social Security. See our website at www.cityofomaha.org (under the Employment section, Benefits link) for detailed information.
Who Can Apply: Applicants for a closed competitive posting are required to meet the following: Candidates must be a current or former City of Omaha employee in any of the following categories: Part-time, Seasonal, Classified, Unclassified, or Probationary, who has worked, at the time of application, at least 1,040 cumulative hours within the last 5 years and has been employed by the City at sometime within the last 18 months and who meets the qualifications as set forth in the posting.
How to Apply: Completed City of Omaha employment applications must be submitted using the online application from the City website. It is the sole responsibility of the applicant to check and ensure that any and all required application materials and supplemental forms are received by the City of Omaha Human Resources Department by the stated deadline. You may confirm receipt of any materials and forms by contacting the Human Resources Department. If the materials are not received in the Human Resources Department by the stated deadline, they will not be considered. There will be no exceptions to this rule. If you do not meet the requirements at the time of this posting, once you do meet the requirements you may apply when it is posted again.
Examination Information: The examination will consist of a training and experience form designed to assess job-related knowledge, skills, and abilities of the position. The training and experience form will be given to candidates once their application has been received, reviewed by a recruiter and accepted to test for the position. The form must be completed and returned to the Human Resources Department by July 31, 2023 (passing score 60%). Final eligibility list will be the training and experience form weighted 100%.
Veteran Points: Not applicable to this posting.
Required Knowledge, Skills, and Abilities:
- Knowledge of business English, spelling, punctuation, and grammar in order to proofread correspondence, reports, memoranda, etc.
- Knowledge of general office procedures, standard clerical techniques, and office equipment
- Knowledge of and ability to operate a computer or other technology using standard or customized computer or systems software applications appropriate to the assigned tasks
- Knowledge of departmental policies, rules, regulations, procedures, functions, and sources of information
- Ability to learn and adapt to advances in computer and electronics device technology and software
- Ability to establish and maintain effective working relationships with fellow employees and members of the general public
- Ability to quickly and accurately perform basic mathematical computations to include addition, subtraction, multiplication, and division
- Ability to proofread documents for spelling, punctuation, and grammar
- Ability to compose letters and memoranda
- Ability to operate a typewriter, dictating machine, and other office equipment
- Ability to make decisions on the basis of policies, procedures, laws, and regulations and apply them to work problems
- Ability to analyze systems and implement solutions
- Ability to understand written or verbal instructions
- Ability to plan, assign, instruct, coordinate, and review the work of a group of clerical employees
- Ability to adhere to safety policies, procedures, and guidelines
- Ability to sit and type for 75 to 100% of the time
- Ability to move objects weighing up to ten (10) pounds up to 33% of the time
Essential Functions: (Any one position may not perform all of the duties listed, nor do the listed examples include all of the duties that may be performed in positions allocated to this class.)
- Maintains calendar and coordinates meetings for supervisor
- Prepares agendas and distributes to appropriate personnel
- Opens, sorts, and distributes incoming mail. Organizes supervisor’s mail and composes replies independently
- Routes mail not requiring supervisor’s attention to appropriate personnel
- Interviews visitors and callers, independently answering complaints or questions relating to departmental operations; provides information on departmental services and functions; receives complaints
- Composes and types responses to inquiries
- When necessary, routes requests for information to appropriate personnel
- Takes and transcribes dictation consisting of correspondence, articles, reports, legal documents, specifications, minutes, or other materials; takes dictation from professional personnel requiring advanced knowledge of technical terminology and use of independent action or discretion on problems encountered
- Composes and types letters, forms, correspondence, and other materials
- Provides final proof of typed documents for accuracy, spelling, punctuation, and grammar
- Enters and retrieves computer data
- Maintains records and vouchers, requisitions, and other financial and statistical information
- Provides supervisor with reports as requested
- Maintains, revises, and updates an efficient filing system of office correspondence and records
- Gathers source materials for articles, speeches, and reports. Issues permits, certificates, and licenses
- Prepares complex clerical records and reports from a variety of materials involving knowledge of departmental practices and procedures and the use of difficult technical terminology
- Performs supervisory duties to include scheduling, assigning work to and training other clerical employees
- Maintains regular job attendance in accordance with a schedule established for the position by the supervisor
- Performs other related duties as assigned or as the situation dictates within the scope of this classification
Conditions of Employment: Candidates must provide proof of U.S. citizenship or proof of permanent residence or authorization to work. The City of Omaha reserves the right to conduct criminal history, driving record, reference and credit checks and a background investigation on applicants for employment. Successfully passing a criminal background review, reference check, and if applicable, a credit check, is required as a condition of employment. If applicable, the City will require that you successfully pass a review of the driver's license, driving abstract, a pre-employment drug test, a hearing test and a back screening examination as a condition of employment. Failure to provide the information requested in the application process in a truthful, accurate and complete manner may result in disqualification, revocation of conditional employment or termination.
Reasonable Accommodation: Applicants requiring an accommodation for the examination because of a disability should advise the Human Resources Department a minimum of 48 hours prior to the examination by emailing peremploy@cityofomaha.org.
For a complete description of this job classification go to the City of Omaha's website at hr.cityofomaha.org.
Contact Points:
City of Omaha Human Resources Department
1819 Farnam St, Suite 506
Omaha, NE 68183
Phone: (402) 444-5300
Fax: (402) 444-5314
Website: hr.cityofomaha.org
Email: peremploy@cityofomaha.org
The City of Omaha is an Equal Opportunity Employer.
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