Executive Secretary

Department of Aviation

Recruitment #19-0021-001

Responsibilities

The Executive Secretary receives general direction in performing confidential, administrative and secretarial work. Work quality is extremely important in the position in helping to project a responsive and favorable image of top level City management.  

The incumbent reviews all incoming correspondence and uses own judgment based on experience to complete processing or routing of routine matters. Meets daily with the executive to discuss remaining mail, providing analysis and/or background, making suggestions, then composing memos or letters to complete processing. Personally handles a large volume of requests and reports to conserve time and relieve executives of details. May exercise supervision over subordinate clerical positions.

The secretarial responsibilities of the incumbent include; composing correspondence and reports for executive's signature; typing letters, memos, reports and other correspondence; taking dictation, transcribing from machine; scheduling meetings, notifying participants, maintaining appointment calendars, ensuring proper documents and materials are on hand for meetings; answering telephone calls and questions; and answering questions on procedure and policy. Ancillary areas of responsibility include preparations and distribution of employee newsletter and newspaper, monitoring of travel requests, preparation and administration of budget paperwork.

The incumbent is responsible for establishing the necessary filing and other office systems in the office and for training and assisting clerical personnel in their use so that it is properly maintained. The maintenance of an organized filing system is very important in the office because information must be easily retrievable. This presents a challenge because of the volume and diversity of paperwork passing through the offices.

The Executive Secretary is held accountable for performing administrative and secretarial work for the executive staff; prioritizes communications and personally responds to such communications when possible; establishes and modifies necessary filing systems so the system is properly maintained and information is easily retrievable; provides backup support for absent clerical staff in the office. May be required to prepare and manage the Departments budget.

The position requires extensive knowledge of modern office practices and procedures in addition to a thorough knowledge of activities of City government. The incumbent must be aware of City policy and exercise discretion and sound judgment when dealing with confidential matters.

 

Minimum Qualifications

Bachelor’s degree in Business, Finance, or a related field AND two (2) years of experience in a general staff support position OR

Associate’s degree in Secretarial Science, Office Management or related field AND four (4) years of experience as a Secretary, Administrative Assistant, or Office Manager OR

High school diploma or G.E.D AND Certified Administrative Professional or Certified Professional Secretary AND five (5) years of experience as a Secretary, Administrative Assistant, or Office Manager.

 

License Requirements

Must possess a valid driver’s license at time of appointment and maintain thereafter as a term and condition of continued employment.

 

Notes

Resume, cover letter specifically addressing how your experience relates to the qualifications and duties required for this position, copy of college transcripts (if applicable) and driver’s license should be attached with your application.  

Resumes will be accepted until the position is filled, however first consideration will be given to resumes received by Friday August 9, 2019 at 4:30 p.m.  A complete position description may be obtained from the Human Resources Office, City Hall, 101 W. Third Street, Room 335, P.O. Box 22, Dayton, Ohio 45401-0022.  

Final permanent appointment is contingent up the applicant passing a job-related medical examination, background investigation, and providing documentary evidence of Employment Authorization and Identity required by the Immigration and Nationality Act. 

Effective July 15, 2019, the City of Dayton adopted the Tobacco and Nicotine Free Hiring Policy (HR 1.03). Applicants offered employment with the City will be required to pass a nicotine screening. Newly hired employees must remain tobacco and nicotine free as a condition of continued employment.  

The Tobacco and Nicotine Free Hiring Policy does not apply to current City employees subsequent to HR Policy 2.09.  

 

THE CITY OF DAYTON IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

 



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