Secretary II (Grade 10)

City of Huntsville, AL

Full Time

Huntsville, AL 35801

Posted

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Job description

Nature of Work

Work involves providing administrative support and advanced secretarial support to relieve management, and/or appointed or elected officials of recurring administrative details, thereby assuring a smooth-running department, division, or program area. Assignments are received orally, in writing, or through routine procedures from a designated supervisor that defines objectives, priorities, and deadlines. Additional guidance is provided through Federal, State, and local laws, ordinances, regulations, manuals, directives, bulletins, and Departmental and City policies and procedures. The incumbent works independently using discretion and diplomacy to accomplish objectives in accordance with established policies and procedures handling operating problems and coordinating and monitoring assigned department functions, activities, and events. Work is reviewed through observation, reports, conferences, and evaluations for accuracy, completeness, results obtained, and for adherence to established policies and procedures. The incumbent may train, assign, and inspect the work of subordinates. Composes, types, and distributes recurring and non-recurring correspondence such as reports, contracts, resolutions, ordinances, manuals, letters, memos, training bulletins, public notifications, purchase orders, requisitions, statements, directives, agendas, announcements, certificates of appreciation, regulations, memoranda, permits, complaints, notices, and staff agendas and other related materials for management review; proofreads others correspondence; takes minutes at meetings; transcribes oral and recorded dictation; researches minutes, ordinances, and other information; obtains information from other sources; and maintain manuals. Answers a single or multi-line phone system; screens and forwards telephone calls; greets visitors; records and relays messages and appointments as necessary; disseminates information via telephone, fax, or in hard copy; documents complaints and requests; responds to complaints and requests for information or services; resolves problems with outside agencies and other departments; relays messages, orders, and instructions to personnel in the field. Maintains a calendar of events, cases, and schedules; coordinates and schedules meetings, special events, training, appointments, and related functions, schedules facility use. Maintains complex record keeping and filing systems; files correspondence, forms, letters, and tapes; logs reports and records; maintains publications; prepares and maintains personnel, legal and other records, and files of a confidential or sensitive nature. Computes or reviews timecards prior to entering into the payroll system; processes personnel actions and employee evaluations; assists employees with and processes grievances; makes corrections related to timecards; coordinates training; completes reports and records related to worker's compensation claims; administers typing tests; coordinates conferences, training, and travel. Assists with special projects; conducts special studies or assignments of varying duration and nature; compiles data, tracks expenditures and completes reports for reimbursements; prepares special study reports and summaries requiring data analysis; formats and prepares written reports, statistical tables and charts using word processing, spreadsheet, or data base software on a computer. Performs data entry; operates a computer for record keeping and document processing to input and retrieve data in support of departmental operations; maintains complex budget and expenditure records; assists with preparing, compiling, implementing, and monitoring of the budget; resolves discrepancies, overcharges, and double billings; compiles and prepares data for monthly, quarterly, and yearly reports; and compiles special reports. Responds to correspondence and calls. Requisitions supplies and equipment; receives and processes invoices, prepares requisitions and purchase orders; may perform limited to complex inventory functions. Utilizes a computer and applicable software, typewriter, adding machine, printer, multi-line phone system, scanner, city vehicle, calculator, TV, VCR, DVD Player, digital recorder, camera, tape recorder and standard office equipment while performing essential functions. Opens, sorts, stamps, and distributes mail; prioritizes work requests, responds if appropriate to correspondence; packages and mails outgoing mail; copies, retrieves and distributes files, records, reports, and other written materials. Communicates with the public, other City departments, elected officials, utilities, vendors, suppliers, media, delivery people, professionals, businesses, applicants, attorneys, Federal, State, and local law enforcement, regulatory agencies, organizations, and others to give and receive information. Requires regular and prompt attendance plus the ability to work well with others and work well as a team. May serve as a notary. Perform related work as required.

Physical and Environmental Factors:
Work is essentially sedentary with occasional walking, standing, bending, and carrying items under twenty-five (25) pounds such as books, papers, office supplies, and file folders. Work requires the physical ability to sit in confined seating for extended periods of time and operate a computer keyboard and a multi-line telephone system. Incumbent may be exposed to irate citizens. Work is performed in an office environment and involves everyday risks or discomforts which requires normal safety precautions.

Applicants May Obtain a Copy of the City of Huntsville's EEOP Short Form Upon Request

Minimum Education, Training and Experience

High school diploma from a school accredited by a regional accrediting agency recognized by the U.S. Department of Education or GED certificate issued by the appropriate state agency, experience performing secretarial and administrative assistance work, proficiency in word processing and data entry. Knowledge of Federal, State, and local laws, codes, ordinances, regulations, court rules, procedures, statutory provisions, and Departmental and City policies and procedures in area assigned. Knowledge of general municipal agency operations and organizations. Knowledge of computers and applicable software. Knowledge of business English, spelling, vocabulary, and arithmetic. Knowledge of records and complex file management policies, procedures, and processes. Knowledge of modern office practices, procedures, and equipment. Knowledge of purchasing methods and procedures. Knowledge of bookkeeping principles, practices, and procedures. Knowledge of materials, supplies, equipment, and vehicles in assigned area. Ability to maintain administrative, personnel, fiscal, and general records, prepare reports and manipulate spread sheets, and answer questions from records in a timely and accurate manner. Ability to develop, plan, and install clerical procedures and operations from general instructions. Ability to work with highly confidential information and prioritize and organize work on multiple tasks. Ability to compose correspondence on complex matters. Ability to type on a computer keyboard for lengthy periods of time at a reasonable rate of speed performing data entry, secretarial, and administrative support functions. Ability to maintain and use an alphabetical and numerical filing system. Ability to understand and interpret departmental rules, regulations, procedures, and instructions both orally and in writing. Ability to prepare complex and general documentation. Ability to interact with the public and provide information in a polite and courteous manner both in person and on the telephone. Ability to remain current with changes in technology.

Necessary Special Requirements:
Possession a valid driver's license.

The City of Huntsville offers a competitive benefits package for its regular, full-time employees, such as medical, dental, vision, life, accidental death & dismemberment, cancer, off-the-job accident, as well as annual leave, sick leave, holiday and retirement.

Below is a summary of the City's benefit offerings:

The City of Huntsville offers a comprehensive benefit program to all full-time employees. For most benefits, a 30-day waiting period from date of eligibility will apply.

Medical Insurance
All eligible and ACA eligible employees may enroll in the City of Huntsville’s group health plans administered by Blue Cross Blue Shield of Alabama; Blue Card PPO and High Deductible PPO. Benefits include medical/surgical, prescription coverage, and more.

Mental Health/Substance Abuse
A mental health benefit and substance abuse program is offered through Behavioral Health Systems, Incorporated (BHS). These benefits are included as part of the group health plan. Services may be accessed by contacting BHS. A designated Care Coordinator for the City of Huntsville can assist with referrals to network providers.

Dental Plan
The City offers a dental plan administered by Delta Dental Insurance Company to eligible full-time employees. This plan offers coverage for Preventive and Diagnostic Services, Basic and Major Services, and Orthodontic coverage (for dependent children under the age of 19.) A deductible of $50 per person/calendar year applies for Basic and Major Services. The deductible is waived for Diagnostic and Preventative services and a plan maximum of $2,000/year/covered patient. Orthodontics carries a $2,000/lifetime max/patient.

Vision Plan
The City’s vision plan is offered and administered by Vision Service Plan (VSP). VSP provides vision benefits, co-pays for eye exams, frames, and eyeglass lenses, as applicable, and an allowance for contact lenses. The plan also offers exclusive Member Extras for additional savings.

Retirement
The City’s retirement plan is administered by the Retirement System of Alabama (RSA). Participation is mandatory for all regular full and part-time employees. Employees contribute a percentage of their salary to the plan. The City contributes a percentage as determined by RSA.

Life Insurance
The City provides a $20,000 group life insurance policy to all full-time employees through Lincoln Financial Insurance Company. Eligible employees are covered after completing one full day of work and coverage is provided at no-cost to the employee. Additional benefits may apply in the event of accidental death or dismemberment.

Disability Insurance
The City provides a limited long term disability policy for eligible employees with one year of service, but less than ten years of service. There is no cost to the employee for this coverage. After ten years of service, disability benefits may be requested through the Retirement System of Alabama (RSA).

Voluntary Life / AD&D
The City offers eligible employees an optional voluntary term life insurance benefit. Employees may apply to purchase additional term life insurance for self, spouse, and eligible dependents. Guarantee issue amounts are available if voluntary life benefits are elected within 30 days of eligibility. Premiums for employee and spouse are based upon age. Child Life is a flat rate based on the level of coverage.

The City also offers an optional voluntary accidental death & dismemberment insurance plan. Employees may purchase insurance for self or family. The plans are administered by Lincoln Financial Insurance Company. Please refer to the plan summary for additional information.

Supplemental Voluntary Benefits
The City offers voluntary Cancer and Off-the-Job Accident plans administered by Allstate Benefits. The Cancer plan provides first occurrence, hospital confinement, radiation & chemotherapy, and other benefits. The Off-the-Job Accident plan provides benefits for injuries occurring off the job. Please refer to the brochures for an explanation of covered benefits.

Flexible Spending Accounts
The City offers two flexible spending account options to assist with unreimbursed medical expenses and dependent care expenses. These pre-taxed accounts require a qualifying receipt and may be reimbursed by mail or direct deposit. A pre-loaded debit card is available for enrollees in the medical account. The flexible spending accounts are administered by Health Equity/WageWorks.

Financial Wellness
The City provides a confidential financial wellness program through SmartDollar for all full-time employees. The program offers online tools and a step-by-step plan that is self-paced to help employees as they journey to reach their financial goals. There is no cost to the employee for participation.

Employee Assistance Program (EAP)
We know that dealing with day-to-day stresses can be distracting. The City provides a confidential EAP program to assist with life’s stresses. EAP services may be coordinated through Behavioral Health Systems (BHS) or through the Employee Resources and Program Manager at the City’s Health & Wellness Center. Resources may include substance abuse, grief and loss, marriage/family communication, managing stress and depression, parenting, and more. There is no waiting period for this benefit.

Health & Wellness Center
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The City’s Health & Wellness Center is more than just a clinic. The Center provides cost-effective health care and on-line services at no cost to the individual. Open Monday through Saturday, the Center provides medical services including acute, primary, and preventive care, as well as annual physicals. The Center also offers routine blood work, immunizations, wellness coaching, chronic disease management, many generic medications dispensed on-site, and much more. If an onsite appointment isn’t possible, Telehealth Services are available 24/7/365. All City employees, covered retirees, and covered dependents age 3 and above are eligible for services at the Center as well as telehealth services.

Voluntary Deferred Compensation Plans
The City provides two optional voluntary deferred compensation plans: RSA-1 (State of Alabama) and Nationwide Retirement Solutions. Employees may defer portions of salary for a later date, such as retirement. Please see the Payroll Division of the Finance Department for further details.

Sick Leave
Sick leave accrual is 4 hours per pay period for all eligible City employees. There is no accrual maximum for employee sick leave.

Annual Leave
Annual leave for eligible employees is accrued as follows: less than 10 years = 4 hours per pay period; 10 to 15 years = 5 hours per pay period; 15 to 20 years = 6 hours per pay period; 20 or more years = 7 hours per pay period. Employees may accrue and carry forward 260 hours (or the equivalent for fire suppression) to the next calendar year.

Military Leave
The City provides a military leave plan that pays regular salary for not more than twenty-one days per year. Also, employees called into active service may receive compensation in an amount equal to the difference in the lower military pay and the higher public employment salary as provided by City Council Ordinance.

Holidays
The City recognizes the following holidays: New Years Day, Martin Luther King, Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, and Christmas Day. Two additional floating holidays may be declared each year at the discretion of the Mayor.

Longevity Pay
The City pays eligible employees compensation based upon the number of months of continuous regular full-time service as of October 1st of each year.

College 529 Savings Program
The City makes it easy for friends and family to give the gift of a college education. The 529 college savings program is administered by CollegeCounts, through payroll deduction, and offers tax advantages and other benefits.

Other Benefits
Please refer to the City of Huntsville Personnel Policies and Procedures Manual.

Disclosure:
The City offers a robust benefits program to eligible employees. The list above offers a summary of those benefits. The information is intended as a general reference and should in no way be construed as a promise or guarantee of employment or benefit coverage. Please refer to the appropriate Summary Plan Description (SPD) or contact the City of Huntsville Benefits Office for more details. If there is a conflict between this information and the actual plan document or policies, the plan documents or policies will always govern.

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Secretary II (Grade 10)

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