Public Works Administrative Secretary

Job Description

Summary

The City of Lancaster is seeking an organized, dependable, and service-oriented Administrative Secretary - Public Works to provide administrative and clerical support to the Public Works Department.

This position works closely with the Director of Public Works and serves as an important point of support for the department by managing schedules, coordinating meetings and events, preparing correspondence and reports, maintaining records and files, creating spreadsheets and databases, and assisting with day-to-day administrative needs.

The ideal candidate is someone who enjoys staying organized, managing multiple priorities, communicating professionally, and helping a busy department stay on track. This position requires attention to detail, sound judgment, confidentiality, adaptability, and the ability to remain productive when priorities change.

At the City of Lancaster, we work with PRIDE:

Productivity - Take ownership of assignments and complete work accurately and timely.
Resourcefulness - Find effective solutions and continuously look for ways to improve processes.
Integrity - Handle information responsibly, act ethically, and be proud of the work that has your name on it.
Dedication - Support the department and provide professional service to employees and the community.
Excellence - Work collaboratively and strive for quality and continuous improvement.

Essential Duties and Responsibilities

• Manages the supervisor’s calendar and independently schedules appointments and meetings.
• Screens incoming telephone calls, correspondence, and other communications and responds independently when appropriate.
• Prepares memorandums, correspondence, reports, and other administrative documents.
• Prepares confidential correspondence, reports, and other complex documents while maintaining appropriate discretion.
• Assists with communicating administrative procedures and policies and monitoring related requirements.
• Coordinates programs, meetings, events, and conferences, including facilities, invitations, speakers, catering, schedules, and related details.
• Prepares and maintains meeting-related records, including agendas, notices, minutes, resolutions, and supporting documents.
• Serves as custodian of assigned departmental documents and records.
• Assists with the preparation, organization, filing, retention, retrieval, transfer, and maintenance of departmental records and documents.
• Creates and maintains database and spreadsheet files used to support departmental operations.
• Arranges detailed travel plans and itineraries and compiles documents and materials needed for travel-related meetings.
• Provides administrative and clerical support to the Director of Public Works and Public Works departments.
• Communicates professionally and courteously with City employees, residents, vendors, and other internal and external customers.
• Organizes and maintains records and information to ensure materials are current and easily accessible.
• Manages multiple assignments, deadlines, and changing priorities while maintaining accuracy and attention to detail.
• Maintains regular and reliable attendance.
• Performs other related duties as assigned.

Supervisory Responsibilities:
This position has no supervisory responsibilities.

Education and/or Experience

High school diploma or General Education Development (GED) certificate; or one to three months of related administrative, clerical, office support, or similar experience and/or training; or an equivalent combination of education and experience.

The successful candidate should demonstrate the ability to:

• Manage calendars, appointments, meetings, and multiple deadlines.
• Prepare professional correspondence, reports, memorandums, and other documents.
• Maintain confidential and sensitive information appropriately.
• Organize records, files, databases, and administrative information.
• Communicate clearly and professionally in person, by telephone, and in writing.
• Provide courteous customer service to employees and members of the public.
• Adapt to changing priorities and remain productive during periods of increased workload.
• Follow written and verbal instructions and exercise sound judgment in routine administrative matters.
• Perform basic mathematical calculations.
• Work independently while supporting the needs of a team and department.

Working knowledge of Microsoft Excel, Microsoft Word, Adobe Acrobat, and similar office software is expected.

The City of Lancaster offer a complete benefits packeage to full-time employees which includes: health care; paid holidays, vacation time, sick leave, retirement, longevity, tuition reimbersemet and more.

To learn more details, vist our benefits page.