TECHNICAL SERVICES SECRETARY

 

POSITION DESCRIPTION

 

  1. TITLE: Technical Services Secretary

 

  1. LEVEL: Local Government Officer’s Award Level 3

 

  1. DEPARTMENT/SECTION: Technical Services

 

  1. POSITION OBJECTIVES:

 

  1. Objectives of Position:

To implement initiatives in providing efficient and confidential administrative and secretarial support to the Technical and Community Services Divisions.

 

  1. Within Section:

To institute procedures to ensure secretarial and administrative tasks are carried out efficiently and on time.

 

  1. Within Organisation:

To ensure a professional and compatible work environment while providing a helpful, efficient and courteous service to other officers, Councillors and the public.

 

  1. REQUIREMENTS OF THE JOB:

 

  1. Skills:
Sound typing skills, word processing, spreadsheet and reception skills;
Developing time management and organisational skills;
Sound communication skills - both written and verbal;
Sound public relations skills;
Basic knowledge of Council structure;
Basic numeracy.

 

  1. Knowledge:
Developed command of the English language;
Sound knowledge of word processing and spreadsheet packages;
Basic knowledge of local area and community;
Basic knowledge of Council structure.

 

 

  1. Experience:
At least two years experience in an office environment with some exposure to the secretarial functions.

 

  1. Qualifications and/or Training:
Appropriate on the job training and relevant experience.

 

 

  1. KEY DUTIES/RESPONSIBILITIES

 
Typing all correspondence for the Manager Technical Services, Environmental Health Officer, Building Surveyor, Planning Officer, Engineering Technical Officer and Town Maintenance Supervisor – Tom Price (letters, reports, memos, road condition reports, building applications and approvals, building statistics, tenders, home occupations and other typing as directed);

 

Typing all correspondence and reports for the Manager Community Services and Community Services Officer;

 

Typing of all Technical and Development Services (Engineering, Health, Building and Town Planning) and Community Services reports for the Council Agenda every month;

 

General office duties, filing of plans, photocopying, faxing, binding documents etc;

 

Assist the Records Officer with the mail;

 

Assist with travel and accommodation arrangements for Technical and Community Services;

 

Other duties as directed by the Manager Technical Services, Manager Community Services, Administration Officer, Environmental Health Officer, Building Surveyor, Planning Officer, Engineering Technical Officer, Town Maintenace Supervisor – Tom Price and Community Services Officer;

 

Any other duties consistent with the level of this position and the principals of broadbanding.

 

 

  1. ORGANISATIONAL RELATIONSHIPS:

 

  1. Responsible to: Administration Officer

Manager Technical Services

Manager Community Services

 

  1. Supervision of: N/A

 

  1. Internal and External Liaisons:

 

Internal: Manager Technical Services

Manager Community Services

Administration Officer

All Staff

 

External: President and Councillors

General Public

Government Departments

Ratepayers

 

 

  1. EXTENT OF AUTHORITY:

 

Works under general supervision within the scope of set procedures and policies.

 

 

  1. SELECTION CRITERIA:

 

Essential:

 

Sound typing, word processing, spreadsheet and reception skills;
Developing time management and organisational skills;
Sound communication skills, both written and verbal;
Sound public relations skills;
Computer literacy;
Basic numeracy;
At least two years experience in an office environment with exposure to secretarial functions.

 

Desirable:

 

Basic knowledge of Local Government, particularly administration;
Knowledge of local community.

 

 

29 November, 1999

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