Alaska Staffing is hiring: Secretary II in Ketchikan

Secretary II - KPU/Electric

Under general supervision, performs a wide variety of responsible and difficult clerical and secretarial duties and activities of a general and specialized nature in support of the Electric Division within the Ketchikan Public Utilities (KPU) Department; performs a range of office and administrative support functions; and prepares and edits a wide range of documents and reports ranging from general correspondence to technical reports.

The Secretary II - KPU classification is distinguished from the Secretary I - KPU class in that incumbents in the Secretary II - KPU class perform significant technical and specialized administrative and office support functions with minimal direction and supervision, in addition to providing general clerical support. Incumbents in the Secretary II - KPU classification perform difficult, responsible, and specialized office and administrative support functions requiring a thorough knowledge of departmental regulations, policies, and procedures.

Assigned work requires the use of initiative and judgment in selecting appropriate work methods, interacting with and handling complaints from customers, parties of interest, and the public, and in solving non-routine problems based on knowledge gained through experience.

The Ketchikan Public Utilities provides quality utility services as efficiently and effectively as possible within guidelines established by federal and state law, the Charter of the City of Ketchikan, the Ketchikan Municipal Code, and the citizens of Ketchikan as represented by the City Council. The Electric Division of Ketchikan Public Utilities provides for the generation, transmission, and distribution of electric energy to the industry, business and citizens of the City and borough.

The Secretary II - KPU/Electric contributes to KPU/Electric Division operations by performing responsible and difficult clerical and secretarial duties in support of the Division. The Secretary II - KPU/Electric must perform these duties in a manner that reflects positively on the City, KPU, and the Division. He/she is responsible for maintaining a level of professional expertise and image that promotes efficient use of the resources available to the department.

Representative Duties

1. Performs a variety of routine administrative and responsible and difficult secretarial and clerical duties in support of assigned management and supervisory staff at KPU.
2. Coordinates and organizes office administrative activities for the KPU Electric Division; serves as liaison between management, employees, and customers; receives and communicates information as appropriate; may provide lead supervision and direction of assigned staff.
3. Types, word processes, formats, edits, revises, proofreads, and prints a variety of documents and forms including reports, correspondence, memoranda, agenda items and reports, agreements, technical and statistical charts and tables, and other specialized and technical materials from rough draft dictation, modified standard format, and brief verbal instructions; develops, revises, and maintains standardized and master documents; composes correspondence, reports and informational materials; assists in designing and producing informational handouts; copies, disseminates, and posts documents and information as appropriate.
4. Processes division line extensions, easements, and utility permits as required.
5. Maintains calendar of activities, meetings, and various events for assigned staff; coordinates activities and meetings with other City/KPU departments, the public, and outside agencies; coordinates and arranges special events as assigned.
6. Coordinates, makes, processes, and confirms staff travel arrangements; arranges for transportation and accommodations for travel, checks and processes expense claims.
7. Maintains accurate and up-to-date office files, records, and logs for assigned areas; develops, prepares, and monitors various logs, accounts, and files for current and accurate information including manual and computer logs of documents processed.
8. Compiles, prepares, and enters data into a computer from various sources including accounting, statistical, and related documents; creates and maintains computer based tracking information and reports including assigned databases, records, and lists; creates standard statistical spreadsheets; inputs corrections and updates; verifies data for accuracy and completeness.
9. Assists in assembling and preparing the annual budget for area of assignment; monitors expenditures against budget; prepares purchase requisitions and requests for payment.
10. Monitors inventories of supplies and materials; prepares purchase requisitions and requests for payment.
11. Performs a variety of general bookkeeping and clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintains a variety of accounting records, logs, and files; verifies, balances, and adjusts accounting records.
12. Prepares and distributes customer invoices.
13. Monitors, distributes, and reconciles Division petty cash fund.
14. Serves as liaison between assigned office and the general public, City/KPU staff, and outside groups and agencies; provides information and assistance as appropriate; explains programs, policies, and activities related to specific program area of assignment; receives office and telephone callers; calendars appointments; responds to complaints and requests for information relating to assigned responsibilities; refers callers and/or complaints to appropriate City/KPU staff for further assistance as needed and/or takes or recommends actions to resolve the complaint.
15. Operates a 2 way radio to contact employees.
16. Operates a variety of office equipment including a computer, typewriter, switchboard, copier, facsimile machine, and adding machine; utilizes various computer applications and software packages.
17. Participates with special projects as assigned; assists in planning, coordinating and implementing assigned programs and events; assists in monitoring assigned programs.
18. Participates in the collection, compilation, and analysis of information from various sources on a variety of specialized topics related to assigned programs; participates in the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations.
19. Prepares, processes, and maintains time sheets, payroll records, and personnel records for assigned area.
20. Performs related duties as required.

Qualifications

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties:

• Knowledge of: Organization, operation, and services of the City/KPU and of outside agencies as necessary to assume assigned responsibilities.
• Office procedures, methods, and equipment including computers.
• Computer applications such as word processing, spreadsheets, and databases.
• Basic principles and practices.