GRADE: 10

SALARY: $36,894 – $50,752

POSITION TITLE: Secretary II – Public Affairs

DEPARTMENT: Public Affairs/Information Division

REPORTS TO: Public Information Manager

Position Summary

This position is responsible for providing secretarial and clerical support requiring independent judgment, initiative and considerable knowledge of departmental operating policies and procedures

FUNCTIONS OF THE JOB

Essential Functions

• Types a variety of routine and non-routine documents such as letters, memoranda, forms, contracts, agreements, specifications, requisitions, vouchers, notifications, reports, invoices, personnel related documents, etc.
•  Answers and directs calls; takes messages or refers callers to appropriate city personnel.
• Processes travel reimbursements; makes basic calculations to verify amounts.
• Opens and distributes mail; prepares mailings. Performs customer service functions; responds to and resolves complaints or forwards to appropriate individuals.
• Performs clerical support duties such as filing, copying, and faxing information.
• Compiles and assembles information for reports; types statistical reports.
• Attends meetings and takes and transcribes dictation.
• May perform routine accounting activities such as ordering office supplies and posting transactions.
• May schedule meetings and make travel arrangements.
• May carry out special projects as assigned.
• Some positions may create tables, graphs, charts, spreadsheets, and presentation materials using spreadsheet, database, and presentation software applications.
• May compose routine and non-routine correspondence.
• May require attendance at public events or ceremonies
• Performs other duties as assigned

QUALIFICATION REQUIREMENTS

• A high school diploma or General Educational Development (G.E.D.) certificate
• Three years of secretarial experience. OR an equivalent combination of education, training and experience. Must be proficient in keyboarding and using word processing, spreadsheet, and database computer applications.
• Must possess and maintain a valid driver’s license. 

Knowledge, Skills, and Abilities:

• Data Utilization: Requires the ability to process, calculate, compute, summate, and/or tabulate data and/or information. Includes the ability to perform subsequent action in relation to these computational operations.
• Human Interaction: Requires the ability to provide guidance, assistance and/or interpretation to others, such as coworkers and the public, on how to apply policies, procedures and standards to specific situations.
• Equipment, Machinery, Tools and Materials Use: Requires the ability to operate, maneuver and/or provide simple but continuous adjustment on equipment, machinery and tools such as a telephone, typewriter, personal computer, computer terminal, calculator, copier, fax and scanner and/or materials used in performing essential functions.
• Verbal Aptitude: Requires the ability to utilize a variety of advisory data and information such as ordinances, codes, requisitions, receipts, invoices, billing statements, transaction forms, worksheets, waivers, forms, vouchers, and purchase orders.
• Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication and division; calculate decimals and percentages.
• Functional Reasoning: Requires the ability to carry out instructions furnished in written, oral or diagram form. Involves semi-routine standardized work, with some latitude for independent judgment regarding choices of action.
• Situational Reasoning: Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against measurable or verifiable criteria.
• Environmental Factors: Work is normally performed in an office environment under generally safe and comfortable conditions where exposure to irate individuals poses a very limited risk of injury.
• Physical Requirements: Requires the ability to exert light physical effort, typically involving some combination of lifting and carrying objects of light weight, five (5) to ten (10) pounds, such as file boxes, mail crates and packages. Requires the ability to stoop, kneel and bend in order to perform filing duties. Tasks may involve extended periods of time at a keyboard or workstation.
• Sensory Requirements: Requires the ability to recognize individual characteristics of sounds such as that associated with answering the telephone.

Working Environment:

• Normal office environment with attending outside functions when required.

Machines, Tools, Equipment and Work Aids: 

• Personal Computer
• Telephone
• Cell Phone
• Copier/Fax Machine
• Vehicle

PHYSICAL/VISUAL ACTIVITIES OR DEMANDS

While performing the duties of this job, the employee is regularly required to sit, reach, grasp, talk, and hear.

This position requires clarity of vision at 20 inches or less and the ability to bring objects into sharp focus, while reading from a computer screen.

The job has light physical demand (primarily sedentary) requiring the employee to exert negligible force frequently to lift, carry, push, pull or otherwise move objects in the normal course of routine office activities.

The St. Louis Metropolitan Police Department is an Equal Opportunity Employer.

The job description does not necessarily contain all of the actual or essential duties of this position.  All job offers are contingent upon passing a medical evaluation/drug screen and criminal background check.

Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.  

“Commonly associated” is not intended to mean always or only. There are different experiences that suggest other ways or circumstances where reasonable changes or accommodations are appropriate.