ADMINISTRATIVE SECRETARY I - Health

City of Richardson • Full-time • Richardson, Texas, United States • $43.68k - $68.65k / year • 1w ago

SUMMARY:

Under direct supervision of Director of Health, perform clerical work requiring specialized knowledge of departmental operations. Perform other related work as required.

ESSENTIAL JOB FUNCTIONS:

Provides administrative and clerical support to the Environmental Health Department, including supervisors, inspectors, and program staff. Serves as a point of contact for the public for inquiries, complaints, and service requests related to environmental health programs in person, by telephone, and electronically. Receives, processes, and routes incoming correspondence, including mail, email, and electronic submissions. Operates office technology and systems, including computers, printers, copiers and scanners. Utilizes department software systems for permitting inspections, invoicing, and record management. Accepts payments, processes transactions, and issues receipts in accordance with City financial procedures. Prepares and types correspondence, reports, forms, confidential documents, inspection-related records, and other departmental materials with accuracy and professionalism. Provides administrative support for staff meetings, boards, and commissions as assigned, including scheduling, preparing agendas or materials, reserving meeting rooms, and maintaining records. Answers, screens, and routes incoming calls; takes clear and accurate messages; and provides follow-up as needed. Maintains electronic and physical filing systems; retrieves records; compiles data; prepares reports; and assists with tracking permits, inspections, and compliance activities. Assists with basic accounting functions, including processing invoices, preparing bills for payment, reconciling records, and supporting departmental budget tracking in coordination with the Department Head. Orders and maintains office supplies; ensures proper use and functionality of office equipment. Prepares and processes payroll documentation accurately. Coordinates travel arrangements and meeting logistics as needed. Communicates courteously and effectively with City staff, officials, external agencies, regulated entities, and the general public, both verbally and in writing. Reads and interprets documents and electronic information; prepares clear, legible written materials; and maintains confidentiality at all times.

OTHER JOB FUNCTIONS:

Keep assigned work area neat and hazard-free.

REQUIRED EDUCATION, DEGREES, CERTIFICATES AND/OR LICENSES:

High school diploma required, including courses in clerical subjects.

EXPERIENCE, TRAINING, KNOWLEDGE, AND SKILLS:

Four (4) years of recent experience in general administrative or clerical work, or extensive experience in a closely related field, is required. Requires extensive use of and in-depth knowledge of Microsoft Office applications, including Excel, Word, and PowerPoint, or comparable office productivity software. Must demonstrate the ability to maintain confidentiality; understand and apply modern office methods, procedures, and equipment; plan, organize, and schedule work effectively; work independently with minimal supervision or direction; perform complex clerical duties; and prepare technical and statistical reports. Must possess strong interpersonal skills, including the ability to use tact and diplomacy, and maintain effective working relationships with colleagues, supervisors, and the public.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

Performs light physical activities associated with office work, including lifting, carrying, pushing, or pulling up to 10 pounds; reaching overhead file storage up to six feet; and handling office supplies and equipment.