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Job Details

Secretary to the Library Director C

Company name
City of Rochester, New York

Location
Rochester, NY

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Profile

Final Filing Date

4/20/2018

Minimum Qualifications

High school diploma or Equivalent,

AND

I. A. Associate's degree in Office Technology, Secretarial Science, or related field and three (3) years of secretarial* experience;

OR

B. Five (5) years of secretarial* experience.

*Secretarial experience includes duties such as, but not limited to, the scheduling of supervisor's appointments, maintaining supervisor's calendar, preparing agendas for meetings, taking minutes at meetings, composing and typing correspondence as directed by the supervisor.

SPECIAL REQUIREMENT:

Possession of a Notary Public License issued by the New York State Division of Licensing Services within three (3) months after appointment. This license must be maintained throughout employment in this title.

General Description

This is a highly responsible position assigned to provide primary secretarial and administrative support to the Library Boards of Trustees (City and Monroe County) and the chief administrative officer, the Library Director. An employee of this class performs complex secretarial duties and exercises independent judgment to deal with office management issues. This Secretary must exercise discretion and judgment in referring or responding to inquiries, and in other interaction between the Library and other units of government, the public, and the media. Work is performed on behalf of the Library Director to accomplish administrative business. General supervision is received from the Library Director under guidance of the Board. Performs related work as required.

Typical Work Activities

Serves as primary point of contact for the Library Director and trustees, representing the Library to the public, the media, other agencies, and representatives of government at all levels;

Manages the Library Director's calendar, including scheduling appointments for the Director;

Provides administrative support to the Library Boards of Trustees, including, but not limited to: taking meeting minutes; maintaining accurate trustee rosters; interacting with respective appointing bodies (e.g., City, County administrations) in connection with trustee appointments; coordinating mailing of meeting documents; ensuring timely posting of meeting documents to library website as appropriate; coordinating flow of original documents for signature by Library Director and/or trustees and notarizing as appropriate;

Plans and implements arrangements for meetings of Library boards, trustee committees, and others including but not limited to library staff convocations, receptions for the public, other units of government and agencies, including scheduling, mailings, and logistics (room arrangements, equipment, refreshments);

Composes a variety of correspondence, reports, and other documents, including confidential materials, at the direction of the Library Director, Library trustees, or board committee members;

Serves as an agent for the Director and trustees in procuring information and responding to inquiries from the public, the media, and other units of government;

Responds to staff questions and concerns in person, via e-mail, and on the telephone;

Maintains a variety of files, including confidential files, in both electronic and paper formats;

Receives and routes mail, dealing with items of a routine nature independently.

Company info

City of Rochester, New York
Website : https://www.cityofrochester.gov

Company Profile
The City of Rochester's departments, offices and bureaus form the executive branch of the City government. This list includes all City departments and those offices and bureaus that have the most contact with the general public.

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