Jurisdiction: Town of Cortlandville

Jurisdictional Class: Exempt (pending jurisdictional classification)

Adopted: 4/4/07

SECRETARY TO THE TOWN SUPERVISOR

DISTINGUISHING FEATURES OF THE CLASS:

The incumbent is responsible for independently performing clerical operations and administrative support tasks for the Town Supervisor. Incumbents spend a substantial amount of time operating a personal computer and the rest of the time on routine administrative tasks to ensure the efficient workflow of the office. Does related work as required.

TYPICAL WORK ACTIVITIES: (Illustrative only)

Prepares correspondence, documents, records and other written material in final or draft form using computer software from handwritten, rough drafts, marked copy, oral recordings or data from various equipment as the source material;

Composes and prepares correspondence on matters where policies and procedures are well defined;

Screens callers or visitors to determine the nature of the inquiry and refers to appropriate party or office and answers inquiries as appropriate;

Schedules conferences, meetings and makes travel arrangements;

Attends meetings/appointments with Town Supervisor to take notes;

Establishes and maintains confidential and general office files;

Explains established program policies and procedures to the general public/clients and obtains routine information for program purposes;

Receives, sorts and distributes incoming mail;

Orders supplies and materials;

Collects and gathers information to be used as a basis for reports and memoranda and prepares summaries;

Answers telephone and gives out information.

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:

Good knowledge of modern office terminology, procedures, equipment and business English;

Good knowledge of the organization, functions, laws, policies and regulations, and terminology of the agency to which assigned;

Ability to handle routine administrative details independently;

Ability to operate a personal computer and utilize common office software programs including word processing, spreadsheet and databases at an acceptable rate of accuracy and speed;

Ability to prepare and maintain program records and routine reports;

Ability to communicate effectively both orally and in writing;

Ability to establish and maintain effective working relationships with others;

Ability to organize and maintain office files;

Physical condition commensurate with the demands of the position.

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SECRETARY TO TOWN SUPERVISOR

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MINIMUM QUALIFICATIONS: Either:

(a) Graduation from a regionally accredited college or university or one accredited

by the New York State Board of Regents to grant degrees with an Associate’s degree or higher in secretarial science or a closely related field and one (1) year of clerical experience which involved the operation of a computer for word-processing, database or spreadsheet applications; or

(b) Graduation from high school or possession of a high school equivalency diploma and three (3) years of experience as defined in (a); or

(c) An equivalent combination of training and experience as defined by the limits of (a) and (b).