092-90 Ordinance
RECORD OF ORDINANCES
Dayton Legal Blank Co, Form No, 30043
Ordinance No. ----92=90-------- Passed_ ____ ___ _ __________________________19_
AN ORDINANCE AUTHORIZING A NEW
"SECRETARY" POSITION WITHIN THE
DIVISION OF BUILDING INSPECTION
WHEREAS, Council has determined, upon the recommendation of the City Manager,
the Director of Personnel & Purchasing, and the Director of Development, that
a need exists for a new "Secretary" position within the Division of Building
Inspection; and,
WHEREAS , Council has determined that said position is necessary to enhance
the operational effectiveness and efficiency of the Division of Building
Inspection;
NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Dublin, State of I
Ohio, ~ of the elected members concurring:
Section l. That a new "Secretary" position within the Division of Building
Inspection is hereby authorized.
Section 2. That an amendment to the appropriations shall be submitted at the
time the aforementioned position is filled and the annual wage and benefit
costs have been determined.
Section 3. That this Ordinance shall take effect and be in force at the
earliest point permitted by law.
Passed this 17th day of September , 1990.
~~
Attest:
Sponsor: City Manager
Director of Personnel and Purchasing
Director of Development
I ,hereby ce~i~ that copies of this Ord;nance/~esQIllfi9R YJere posted in he
CIty of Dub/m 10 accordance with Section 731 25 of the 0fJ' R 'd d
. . 10 eVIse Co ,
J~~.~
(/erk of Council, ublin, Ohio
"--- -~ Revised: 5-11-90
CITY OF DUBLIN
CLASSIFICATION DESCRIPTION
SECRETARY
General Description of Classification & Duties
Under the administrative direction of a Department or Division Head, an incum-
bent within this classification performs a variety of secretarial, clerical, and
administrative support tasks for the superior and organizational unit to which
he/she is assigned (Le. typing, filing, opening and sorting mail, answering
telephones, taking dictation, distributing documents and information, ordering
office supplies, maintaining records, greeting visitors, scheduling appointments
and arranging meetings, coordinating communications between the Department or
Division Head and other governmental officials or the public in general, prepar-
ing & composing correspondence for the Department or Division Head's signature,
etc.). Typing is performed through the use of word processing equipment and
will be required to meet high quality standards. In addition, on an as needed
basis, a Secretary may serve as a clerk to a particular City Board or Commission
and attend meetings of that particular Board or Commission.
Examples of Work (Illustrative Only)
* Types and proofreads correspondence, statements, reports, documents,
records, and other related material from clear copy, rough handwritten
draft, etc.
* Sorts, indexes, files, and maintains records and documents in an alphabeti-
cal, subject, chronological, or other appropriate filing system;
* Serves as receptionist, directing visitors to the appropriate person or
office; answers questions from the public.
* Accepts and records complaints from the public and reports them to the
appropriate person.
* Maintains an inventory of office supplies and orders replacement or new
items as needed.
* Maintains a calendar of events and meetings for appropriate managerial/de-
partment/divisional superior; schedules appointments and arranges meetings
for appropriate superior; coordinates communications between appropriate
superior and other governmental officials or the public in general.
* Prepares routine correspondence for appropriate superior's signature.
* Distributes appropriate information and documents to the public.
* Operates copy machine, postage meter, typewriter, word processing system,
transcriber and/or other related office equipment.
* May attend City Board or Commission meetings and maintain a record of the
proceedings.
* May prepare meeting notices, agenda, minutes, and other related materials
for a Board or Commission.
* Performs other related duties as required.
Required Knowledges, Skills, and Abilities
* Knowledge of office practices and procedures.
* Knowledge of clerical & secretarial practices.
* Good clerical & secretarial skills.
Revised: 5-11-90
..
Required Knowledges, Skills, and Abilities (Continued)
* Good written & verbal communication skills.
* Good organizational skills.
* Good interpersonal skills.
* Considerable skill in the use of word processing equipment.
* Ability to type at a minimum rate of 50 wpm with few errors. (A typing
test is part of the selection process.)
* Ability to operate other standard office equipment (i. e. postage meter,
copy machine, transcriber, etc.)
* Ability to follow written and oral directives.
* Ability to organize and arrange information and maintain an accurate record
and filing system.
* Ability to gather, collate, and classify information and data regarding
people, places, events, and meetings.
* Ability to handle routine and sensitive inquiries from the public.
* Ability to communicate with the public and co-workers in an effective,
tactful, and courteous manner.
Required Education/Experience
* High School Diploma, G.E.D., or equivalent certificate.
* Minimum of two years of clerical, secretarial, or related experience.
* Additional clerical & secretarial classroom training desirable.
* Prior experience with word processing equipment.
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MEMORANDUM
TO: Members of Dublin City Council
...
FROM: Timothy C. Hansley, City Manager I /~:/ ,......Jr"-.;/f'c~?r
SUBJECT: New Secretary Position within
Division of Building Inspection
DATE: September 11, 1990
BY: David L. Harding, Director of Personnel & Purchasing ~
Attached for your consideration please find Ordinance No. 92-90
authorizing a new Secretary position within the Division of Building
Inspection. In evaluating the staffing needs within the Division of
Building Inspection, Mr. Lenz (Building Inspection Administrator) and
Mr. Foegler (Development Director) have recommended the creation of
this position. The present staffing pattern within the Division of
Building Inspection does not provide for a designated secretarial/
clerical support position for Mr. Lenz and Mr. Lenz and Mr. Foegler
believe that such a position is necessary to enhance the operational
effectiveness and efficiency within the Division.
The primary function of this position would be to provide secretarial,
clerical, and routine administrative support for Mr. Lenz and, in
addition, to provide clerical support for the remainder of the Divi-
sional staff as needed and as required by Mr. Lenz. (Attached for
your reference is a copy of the Secretary classification description
and a diagram depicting the organizational structure, by position,
within the Division).
The pay range established by the City Compensation Plan (Ordinance
17-90) for the Secretary classification is $18,200 - $25,200.
Approval of this position by Council would establish consistency and
equity relative to the level of secretarial, clerical, and administra-
tive support provided to the Division Heads within the Development
Department. Both the Director of Planning and the City Engineer each
have a Secretary whose primary function is to provide the required
secretarial, clerical, and routine administrative support to her
respective Division Head.
Mr. Foegler and Mr. Lenz should be in attendance at the September 17,
1990 Council Meeting to answer any questions or discuss any relevant
concerns.
DLH/mc