Cape May City, New Jersey

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March 29, 2017
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Title: SECRETARY, BOARD/COMMISSION
Email: employment@capemaycity.com
Hours: Full Time
Dept./Org.: Construction & Zoning
Job Type: Year Round, Full-Time

 
DEFINITION
 
       Under  direction, serves as the principal aide or assistant and   performs  complex  clerical  and  confidential  secretarial support  duties  related  to the work  of  a  board,  commission, committee,  advisory council, or similar body; does related  work as required.
 
 NOTE: The definition and examples of work for this title are for illustrative purposes only.  A particular position using this title   may   not  perform  all  duties  listed   in   this   job specification.  Conversely, all duties performed on the job may not be listed.
 
 EXAMPLES OF WORK:
 
       Prepares for meetings by making arrangements for time, participants, location of meetings, distribution  of  copies  of agendas, and the assembly of background material for agenda items
 to notify participants of the business and topics to be discussed at meetings.
 
       Coordinates exchange of information between board  members, staff,   and  applicants  by  selecting  and  organizing   forms, documents,  and  presentation of written  information  to  assist applicants with their requests or questions.
 
       Writes summary  of pertinent information from  minutes  of meeting  by  extracting  relevant and important  information  and writing summary easily readable by others to preserve information
 and promote  information exchanges between persons  needing  the information.
 
       On  own  initiative, follows up on results of  meetings  by notifying applicants or others of actions taken by board  members by  contacting  applicants by phone or letter to inform  them  of
 official action taken or determination made.
 
       From  general  instructions and delegated authority  or  on one's   own  initiative,  composes  correspondence  by  answering questions pertaining to procedures for filing and complying  with
 regulatory requirements for conducting business with a government body  or  representatives (for example,  permits  and  approvals, presentation of documents, fee requirements) to relieve board and other staff members of the more routine office activities.
 
       Receives  and reads incoming correspondence, documents,  or reports  to screen those which can be handled personally  and  to forward  those requiring action by board members or  other  staff
 members.
 
       Reviews documents such as applications, permits, forms, and outgoing  correspondence to verify name  and  address  or  detect missing  or  illegible  entries  to  call  to  the  attention  of
 applicant  any conflict or discrepancy in file or to resolve  any procedural conflict.
 
       Reviews  information given on forms submitted by applicants or  contained in documents for completeness or accuracy by noting where information is missing or inappropriate.
 
      Clarifies information with persons submitting forms.
 
       Adds,  deletes,  and corrects information  to  ensure  that required information is available to board members and staff  and is accurate and complete.
 
      Confers with document originator or applicant or engineering liaison  personnel  to resolve discrepancies in  completeness  of document, (such as blueprints or drawings) and compiles  required changes to documents to meet procedural requirements.
 
       Verifies applicant information in statements and on  record by  requesting  additional written information  from  public  and private  sources  or  making telephone  calls  to  ascertain  the
 accuracy of a situation or investigate discrepancies on record.
 
       Reviews  all typewritten material (for example,  memoranda, correspondence,   reports)  for  proper  signatures   and   other information to ensure procedural and typographic accuracy.
 
       Obtains  information and organizes documents which  may  be scattered in various local government offices and draws attention to  missing data so that members and other professionals (such as engineers, or health or medical staff) may have necessary subject
 information to make a decision.
 
       Receives visitors and phone calls, ascertains the nature of requests,  personally provides information desired on  procedural matters  of  the  office, and refers others to appropriate  staff
 members in order to take care of office business.
 
       Posts information to records or computes, accounts for, and compiles  reports  on monies collected for services  to  maintain records of office activities for administrative purposes.
 
       May  take and/or transcribe minutes of meeting by  ensuring proper  format,  correct grammatical content,  and  inclusion  of facts  in  accord  with  prescribed  procedures  to  maintain   a permanent  and  legal  record of events and  decisions  by  board members.
 
       Will  be  required  to learn to utilize  various  types  of electronic  and/or manual recording and computerized  information systems used by  the agency, office, or related units.
 
 REQUIREMENTS:
 
      EXPERIENCE:
 
        Two  (2)  years  of  clerical  experience  involving   the organization of office clerical processes and procedures or as  a secretary to an executive or administrative official in a  public
 or private organization.
 
      LICENSE:
 
       Appointees  will be required to possess a driver's  license valid  in  New Jersey only if the operation of a vehicle,  rather than  employee  mobility, is necessary to perform  the  essential
 duties of the position.
 
      KNOWLEDGE AND ABILITIES:
 
               Knowledge   of  current  office  methods,  practices, routines, machines, and equipment.
 
               Knowledge of proper English, grammar, spelling, punctuation, and required formats to type material in final form.
 
               Ability  to  organize  effectively the flow of  complex  clerical processes and work in an office.
 
            Ability to make arrangements for meetings with  little or no instructions.
 
            Ability to locate and assemble information for various reports and meetings.
 
           Ability to compose correspondence.
 
            Ability  to comprehend and effectively communicate  to others  the rules, regulations, and procedures applicable to  the work of the unit (for example, board or commission).
 
 Ability to understand the work of the unit, (for example,  rules, regulations,  and procedures) the role and relationships  of  its components, and its relationship to other departments and outside
 organizations after a period of training.
 
           Ability to prepare in final form all types of narrative summaries  and  reports from rough draft, notes, oral  recordings and so forth.
 
            Ability  to  use reference sources such  as  technical dictionaries  and  to  ensure  proper  arrangement,   grammatical accuracy, and spelling of final copy.
 
             Ability   to  organize  complex  clerical   work   by establishing work flow, procedures, and priorities.
 
           Ability to learn to utilize various types of electronic and/or  manual  recording and information  systems  used  by  the agency, office, or related units.
 
             Ability   to  read,  write,  speak,  understand,   or communicate in English sufficiently to perform the duties of this position.  American  Sign  Language  or  Braille  may   also   be
 considered as acceptable forms of communication.
 
 Persons with mental or physical disabilities are eligible as long as  they  can  perform the essential functions of the  job  after reasonable  accommodation is made to their known limitations.  If
 the  accommodation  cannot be made because  it  would  cause  the employer undue hardship, such persons may not be eligible.
 
 


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