Administrative Secretary

City of Carbondale
Job Opening Announcement/Job Description
July 3, 2018              

Title: Administrative Secretary

Dept./Div.: Development Services/Planning Division

Nature of Work: This is a regular, full-time position in the Planning Division of the Development Services Department providing secretarial and clerical support for overall activities of the Planning Division. The work is of an advanced clerical nature involving moderately complex work methods and problems and requires skilled typing and knowledge of personal computers and software programs used in the department which include email, spreadsheet, windows, data base, inventory management, financial, and time keeping. The principal emphasis is upon the wide variety of clerical tasks which require the application of independent judgment and clerical knowledge. The Administrative Secretary is supervised and evaluated by the Development Services Director. This position involves providing clerical assistance to all Planning Division staff and supervisory staff as assigned by the Development Services Director or his designee.

Essential Duties:

  1. Receive and direct calls and visitors to the Planning Division of the Development Services Department. Answers routine questions and assists persons seeking information from the Planning Division by making referrals to the appropriate Planning Division staff. This work entails very effective oral and written communication skills and strong inter-personal skills for dealing with the public in person, as well as by telephone, using tact and good judgment.
  2. Perform a wide variety of secretarial and clerical tasks for the Planning Division. This work includes transcribing both written and tape recorded information. This work entails using typewriters, calculators, personal computers and other appropriate office equipment with accuracy, efficiency and speed; organize and accurately maintain an extensive filing system, using good organizational skills and accuracy.
  3. Provide clerical support required for preparation of the payroll, vouchers, requisitions, purchase orders and budgets maintaining necessary support records and documentation. This work entails effective reading, written and comprehension skills, use of calculator and basic mathematical abilities including addition, subtraction, multiplication, division and the application of percentages in order to assist with budget, purchase order and payroll preparation and processing. 
  4. Maintain financial and cost records, attendance records and accurate monthly records for Planning Division Divisions monthly performance and other reports. 
  5. Perform related secretarial and clerical work as required to carry out the mission of the Planning Division of the Development Services Department and the City of Carbondale.
  6. Communicates clearly and concisely both orally and in writing. Accurately conveys and receives messages over telephone. Converses intelligently and courteously with the general public, subordinate employees, and supervisors. Remains calm in pressure situations; uses tact and good judgment in all interpersonal communications.
  7. Send and retrieve mail, and purchase supplies and materials.
  8. Proficient in the use of personal computers and software including MS Word, Excel, Access, Outlook, PowerPoint, and quicken or similar financial software; possess the ability to easily learn other necessary software.
  9. Establish and maintain effective working relationship with civic leaders, public officials, general public and co-workers using tact and good judgement. Display the utmost respect and support for the adopted City Goals and Objectives both orally and in writing. 

Other Duties: Perform other duties and assignments as required to carry out the mission of the Planning Division of the Development Services Department.

Work Environment: Work is generally performed in an office setting. 

Physical Demands: Work is essentially sedentary with occasional walking, bending, lifting of objects up to 25 pounds and other light physical activities. Work requires the ability to sit for extended periods of time, to operate personal computers, and to perceive and/or discriminate colors, sounds, depth and texture. 

Minimum Acceptable Qualifications: High school diploma or equivalent; five years of clerical/secretarial/office experience with payroll preparation. Previous experience in a fast paced office setting is desired; must be able to score a 50 on the typing test. Must be proficient in the use of Microsoft Word, Excel, PowerPoint, Access and Outlook software. Must posses and maintain a valid Illinois driver’s license, satisfactory background check and drug screening required. 

Regular, Full-Time Position/Overtime Eligible

Salary: Range 4, $16.23/hour

Residency Boundary Requirement

Submit completed City of Carbondale Application for Employment to the Human Resources Office, 200 South Illinois Avenue, Carbondale, Illinois by 4:30 PM, Monday, July 16, 2018. Applications may be obtained at City Hall on printed from the City’s website The City of Carbondale is an Equal Opportunity Employer.

Tara Brown
Human Resources Manager

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