GENERAL PURPOSE
The Confidential Secretary provides administrative support to the City Manager, HR
Director/Treasurer, and Planning & Zoning Administrator, and serves as the City’s front-line
interface between the public and the City’s Administrative Offices.
SUPERVISION RECEIVED
The position reports directly to the Planning & Zoning Administrator, with additional general
supervision provided by Department Heads as needed or assigned.
SUPERVISION EXERCISED
None
ESSENTIAL FUNCTIONS
The following are examples of duties typically assigned to the Confidential Secretary. The following list does not include all duties which he/she may be expected to perform.
• Greet visitors, and manage walk-in traffic and appointments in the second floor reception
area.
• Oversee and coordinate communications with the public—including in person, by phone,
email, and social media—to ensure timely, professional, and consistent information
regarding City administration.
• Facilitate resolutions to problems and complaints from employees and the public.
• Support all aspects of the City’s Planning & Zoning functions, including issuance of permits.
• General office administration including switchboard, typing, transcribing, composing
correspondence, maintaining files, scheduling meetings and appointments, taking minutes,
preparation of presentations and press releases.
• Prepare and publish agendas for the Planning Commission, Zoning Board of Appeals, and
other meetings as required.
• Attend meetings with, or on behalf of administration, and take minutes or notes as directed.
• Supports and assists other departments with tasks and projects as needed to ensure efficient
operations.
DESIRED MINIMUM QUALIFICATIONS
- High school diploma with two-year degree in Office Administration or a related field;
- Must be a notary, or become a notary, within 60 days of hire.
- Ability to type 60 wpm
- Strong computer aptitude; proficiency in MS Office Suite, including Power Point, Publisher, Excel and Access;
strong interpersonal skills.
- Must be able to maintain confidentiality, and must be courteous,
punctual, articulate and tactful.
- Must be willing and able to attend meetings outside of regular
working hours.
SELECTION GUIDELINES
Selection is based on strength of application, education, experience, personal interview and
reference check. Job-related testing may be used to evaluate applicants.
PHYSICAL DEMANDS
While performing the essential functions of this job, the employee is regularly required to sit,
stand, walk, climb, stoop, kneel, crouch, talk, hear, feel, reach, grab, keyboard and touch. The
employee must occasionally lift or move up to 20 pounds. Specific vision abilities required by this
job include close vision, and the ability to adjust focus.
WORK ENVIRONMENT
Work is performed in an indoor, climate controlled, office environment where a dress code is
strictly enforced. Work is occasionally performed in storage and/or copy rooms.
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The duties listed above are intended only as illustrations of the various types of work that may be
performed. The omission of specific duties does not exclude them from the position.
This job description does not constitute an employment agreement and is subject to change by the
employer as the needs of the employer and requirements of the job change.
The City of Escanaba is an Equal Opportunity Employer
