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Secretary III

City of Phoenix | Posted 4-04-2021

Phoenix (Administrative)


During the current health crisis, the majority of job interviews will be held by video or audio conference. In person recruitment and selection processes will be conducted in accordance with recommended safety guidelines (masks, social distancing, and disinfecting between candidates).

Please be aware that you may be required to undergo screening for symptoms of COVID-19 which may include answering questions regarding symptoms or having your body temperature read as part of this job. You may also be required to wear a face covering or use other personal protective equipment (PPE) related to the COVID-19 pandemic.

The Secretary III classification performs responsible administrative and varied clerical work and provides administrative support for City middle managers and executive level staff. This classification is Citywide, and responsibilities may vary from department to department. Primary duties involve a variety of support functions for all levels of staff and providing back up support for other department administrative staff.

Several positions within this class can provide administrative support for executive/middle managers, a board, commission, or the City Council. Primary duties may involve supervising clerical staff; maintaining calendar activity; drafting, finalizing, and distributing correspondence; creating reports; preparing agendas and taking minutes at meetings; maintaining City Records Management Guidelines and other records management regulations; maintaining existing databases; processing HR transactions; ordering supplies; providing customer service in person and over the phone, transcribing audio, apply redactions to documents, and providing back up support for other department administrative staff. Considerable judgment and independent action are exercised in establishing or adapting work procedures to new situations.

Currently, there are vacancies in Finance, Human Services, Street Transportation, ITS, Police and Water Services Departments.

This recruitment and any interview process as a result of this recruitment may be used by multiple hiring managers and multiple departments throughout the City to fill any related current or future vacancies; other recruitments and appropriate eligible lists may also be considered.

IDEAL CANDIDATE

Water Services Department

The ideal candidate will have the ability to learn new tasks quickly, manage multiple tasks with competing deadlines, prioritize effectively and support Middle Managers and/or Executive level staff with effective communication skills. Will hold knowledge of computer database applications and ability to maintain and query data. Proficiency using on-line meeting software (WebEX, Zoom, Microsoft Teams). Proficiency using advanced Microsoft Office functions in Word, Excel, PowerPoint, SAP, Adobe Pro and EASi is preferred.

Finance Department

The ideal candidate for the opportunity in Finance Department, Central Procurement Division will provide support to the procurement officers by facilitating solicitations and contract monitoring duties; answer and respond to general inquiries and provide information and materials to current and prospective vendors; coordinate and organize documents, files, and respond to public information requests; manage contract files in SRM; and create shopping carts.

SALARY

$16.30 (minimum) - $24.87 (maximum) hourly / $33,904 - $51,730 annually. Candidates may be hired above the minimum

A comprehensive benefits package is offered which includes traditional pension with employer and employee contributions; choice of medical HMO, PPO, or HSA/HDHP plan; wellness incentive of up to $720 annually; dental; vision; life insurance; long-term disability; 401(a) and 457 plans; medical enrollment includes a monthly $150 City contribution to a Post-Employment Health Plan; bus/light rail pass; tuition reimbursement program; paid time off includes 11.5 paid holidays, 12 vacation days, and 15 sick days and personal leave days. For more details, visit: Unit 7 Benefits

MINIMUM QUALIFICATIONS

  • Three years of progressively responsible secretarial experience, including training in typing and the use of modern office software and equipment.

  • An equivalent combination of related experience and education may be considered.

  • The City job description can be found here.

  • All finalists for positions are subject to a criminal background check applicable to the department or position.

  • Positions in the Police Department must meet the polygraph and background standards that are appropriate to non-sworn positions. The general factors for disqualification are listed at https://www.phoenix.gov/policesite/Documents/disqualifierscivilian.pdf

  • Positions in the Police Department must meet the polygraph and background standards that are appropriate to sworn positions. The general factors for disqualification are listed at https://www.phoenix.gov/hrsite/Documents/sworndisqualifiers.pdf

PREFERRED QUALIFICATIONS – The minimum qualifications listed above, plus:

  • Experience tracking expenditures and reconciling invoices or similar.

  • Experience using Microsoft Office products (Word, Excel, powerpoint, SAP, Adobe Pro, and EASi)

  • Experience using on-line meeting software (WebEX, Zoom, and Teams)

RECRUITMENT DATES

Recruitment closes April 19, 2021. All materials must be received by 11:59 p.m. on this date.

HOW TO APPLY

Apply online by completing the required information and attaching, as one document, your cover letter and resume. Please include your experience as it relates to the qualifications stated above. Only the highest qualified may be posted to the eligible to hire list. The results of the resume screening process will be sent to your primary email address.

WHAT YOU NEED TO KNOW

  • For other important information related to employment with the City of Phoenix, please click here.

  • Link to All City of Phoenix Employment Opportunities

  • If you need assistance applying for this job, please contact our HR Connection Center at (602) 495-5700.

REFERENCE

Secretary III, JC: 00330, ID# 39235, 4/5/21, 6 mos., KH, Benefits: 007

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City of Phoenix is an equal opportunity employer. AmeriCorps, Peace Corps, and other national service alumni who meet the required qualifications are encouraged to apply.