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Executive Secretary_Job Description_CAO-Clerk_2016-07-01 Municipality of the District of Chester Position Description Position Title: Executive Secretary Salary Band: Individual Contributor Reports to: Municipal Clerk Status: Full Time Classification: Administrative Location: Municipal Office, Subject to Change Hours: Normally 8:30 a.m. to 4:30 p.m., Subject to Change (Some hours outside of these times may be necessary) Updated: July 1, 2016 _______________________________________________________________________________________________________________ SCOPE The Executive Secretary is responsible for a wide variety of administrative duties in support of the Chief Administrative Officer, Municipal Clerk, and Director of Finance. This includes typical receptionist duties in addition to more complex functions and services, such as arranging travel plans, minute-taking during confidential meetings, and scheduling appointments. The Executive Secretary is also responsible for preparing and handling sensitive and confidential material/information and carrying out the general duties of the Municipal Clerk in his/her absence. OBLIGATIONS AND RESPONSIBILITIES UNDER LEGISLATION 1.The Municipality of the District of Chester is committed to workplace safety and all employees are expected to actively participate in the Municipality’s Occupational Health and Safety Policy and Program and Occupational Health and Safety Legislation as well as Regulations of the Province of Nova Scotia. 2.The Municipality of the District of Chester complies with the Employment Legislation of Nova Scotia and all employees are also expected to act in accordance to the appropriate Legislation as well. QUALIFICATIONS High School Diploma  Page 1 of 4 Executive Secretary (continued) Secretarial Course Diploma or equivalent.  Good working knowledge of Business English and Spelling, including proofreading, grammar, and  punctuation. Ability to operate modern office machines.  Familiar with office practices and procedures.  Knowledge of computer operations and software.  Two years as a Secretary or similar position in a similar business environment.  Ability to interact well with the general public.  Good organizational, multi-tasking, and time-management skills.  Proficiency in note taking in order to record minutes.  Ability to work unsupervised.  Willing to work evenings or travel for meetings/training.  Experience in recording and preparing agendas and minutes.  SUMMARY OF FUNCTION Principle Duties and Responsibilities: Public Relations: 1. Perform all necessary mailing and shipping functions including receiving, sorting and distributing deliveries. 2. Communicate and interact with the general public, providing information and assistance, in person, by telephone, and electronically. 3. Assist the Tax Department in receiving tax and utility payments at the counter when necessary. 4. Prepare and deliver bank deposits and banking correspondence to the bank. 5. Responsible for processing and distribution of Municipal Trade Licensing Vendor’s Licenses. 6. Responsible for processing donation receipts and maintaining contributions Receipt Listing for Zoe Valle Library, and bank deposits. 7. Monitor and order office supplies for Tax/Administration and CAO/Municipal Clerk Departments. 8. Coordinate the maintenance of office equipment (postage machine/copier) in an effective and efficient way to facilitate work flow and optimize the value of the equipment. Word Processing: Page 2 of 4 Executive Secretary (continued) 1. Prepare notices/ads for meetings and distribute agendas and pertinent information when required in conjunction with the Municipal Clerk. 2. Prepare agendas and pertinent information for meetings in conjunction with the Municipal Clerk 3. Prepare and type general correspondence for the Chief Administrative Officer, Director of Finance & Treasurer, the Municipal Clerk. 4. Transcribe minutes for review of Municipal Clerk when required. 5. Input direction from Committees/Council to other staff from Meetings in appropriate software. 6. Proofread outgoing correspondence/records to ensure optimum accuracy. Records Management: 1. Maintain a record of files, both electronically and physically. 2. Act as the AMANS Record Keeper for the CAO/Municipal Clerk’s Department. 3. Assist the Municipal Clerk in updating and maintaining confidential personnel files. 4. Assist in maintaining files and records of By-Laws, Policies, and Recorded Resolutions. 5. Maintain a record of dog tags and dog fines issued; place annual order of dog tags. 6. Maintain a record of parking tickets issued and provide updates to the RCMP. 7. Maintain general contact information on departments and organizations as required. 8. Monitor and file relevant advertising in newspapers. Administrative Support: 1. Type various reports, statements, and invoices when required. 2. Provide secretarial and clerical support to the Chief Administrative Officer, Director of Finance & Treasurer, and Municipal Clerk; including, but not limited to, preparing correspondence, photocopying, faxing, proofreading, data entry, tender preparations and openings. 3. Prepare confidential material when required; including, but not limited to, In Camera minutes and personnel correspondence/information. 4. Assist Municipal Clerk with Tendering Process – assist in preparing tender/RFP/RFQ packages and tracking/logging information received. 5. Assist Municipal Clerk with By-Law and Policy development and maintenance. 6. Other duties as assigned. Page 3 of 4 Executive Secretary (continued) Teamwork: 1. Assist Municipal Clerk with Municipal Election duties. 2. Assist CAO/Municipal Clerk with special events and meetings/conferences. 3. Carry out the general duties of Municipal Clerk in his/her absence (attending meetings and transcribing minutes). 4. Support Emergency Operations Centre during emergency situations/simulations. 5. Maintain current CPR Level A and AED Certification. CONTACTS 1.Banks and Mortgage Companies 2.Service Nova Scotia & Municipal Relations 3.General Public 4.Municipal Solicitor 5.PVSC – Property Valuation Services Corporation 6.Members of Council and Staff 7.Media Group – The Press Page 4 of 4