City of Ketchikan · 2 days ago
Administrative Secretary - Museum
Ketchikan, AK
Full-time
Onsite
New Grad, Entry LevelThe City of Ketchikan is seeking an Administrative Secretary for their Museum Department. The role involves performing a variety of clerical and secretarial duties to support the department's operations, including document preparation, event coordination, and public liaison activities.
Government Administration
Responsibilities
Performs a variety of routine administrative and responsible and difficult secretarial and clerical duties in support of assigned management and supervisory staff in the Museum Department
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
Maintains calendar of activities, meetings, and various events for assigned staff; coordinates activities and meetings with other City departments, the public, and outside agencies; coordinates and arranges special events as assigned
Coordinates, makes, processes, and confirms staff travel arrangements; arranges for transportation and accommodations for travel, checks and processes expense claims
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
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
Assists in assembling and preparing the annual budget for area of assignment as assigned; monitors expenditures against budget; prepares purchase requisitions and requests for payment
Monitors inventories of supplies and materials; prepares purchase requisitions and requests for payment
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
Processes commercial carrier billings and invoices and maintains accurate records; interacts with City and commercial carrier representatives; keeps staff advised of payment status of commercial carrier accounts
Serves as liaison between assigned office and the general public, City 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 staff for further assistance as needed and/or takes or recommends actions to resolve the complaint
Operates a variety of office equipment including a computer, switchboard, copier, facsimile machine, and adding machine; utilizes various computer applications and software packages
Participates with special projects as assigned; assists in planning, coordinating and implementing assigned programs and events; assists in monitoring assigned programs
Assists Collections staff with various projects; maintains and updates vertical files in archives that contain important historical reference material utilized by staff and researchers; furnishes historical information to researchers and writers; clips pertinent and historical articles from local newspaper to include in the archival vertical files; and assists in cataloging accessioned items for the permanent collection
Assists program staff with mailings, writing newsletter articles, proofing newsletter, and assisting during special programs and exhibit openings; assists program staff with processing paperwork associated with the Totem Heritage Center's annual series of classes, workshops, and seminars in Northwest Coast Native art and cultures
Assists staff in preparation of gallery for upcoming exhibits; cleans and prepares objects for display; mounts photographs; prepares labels; and assists in the de-installation of exhibits
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 recommend
Qualification
Required
Performs a wide variety of responsible and difficult clerical and secretarial duties and activities of a general and specialized nature in support of the Museum Department
Performs a range of office and administrative support functions
Prepares and edits a wide range of documents and reports ranging from general correspondence to technical reports
Performs significant technical and specialized administrative and office support functions with minimal direction and supervision
Provides general clerical support
Performs difficult, responsible, and specialized office and administrative support functions requiring a thorough knowledge of departmental regulations, policies, and procedures
Uses initiative and judgment in selecting appropriate work methods, interacting with and handling complaints from customers, parties of interest, and the public
Solves non-routine problems based on knowledge gained through experience
Maintains a level of professional expertise and image that promotes efficient use of the resources available to the Department
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
Maintains calendar of activities, meetings, and various events for assigned staff
Coordinates activities and meetings with other City departments, the public, and outside agencies
Coordinates and arranges special events as assigned
Processes and confirms staff travel arrangements
Maintains accurate and up-to-date office files, records, and logs for assigned areas
Compiles, prepares, and enters data into a computer from various sources including accounting, statistical, and related documents
Assists in assembling and preparing the annual budget for area of assignment as assigned
Monitors expenditures against budget
Prepares purchase requisitions and requests for payment
Monitors inventories of supplies and materials
Performs a variety of general bookkeeping and clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area
Processes commercial carrier billings and invoices and maintains accurate records
Serves as liaison between assigned office and the general public, City staff, and outside groups and agencies
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
Operates a variety of office equipment including a computer, switchboard, copier, facsimile machine, and adding machine
Utilizes various computer applications and software packages
Participates with special projects as assigned
Assists in planning, coordinating and implementing assigned programs and events
Assists in monitoring assigned programs
Assists Collections staff with various projects
Maintains and updates vertical files in archives that contain important historical reference material utilized by staff and researchers
Furnishes historical information to researchers and writers
Clips pertinent and historical articles from local newspaper to include in the archival vertical files
Assists in cataloging accessioned items for the permanent collection
Assists program staff with mailings, writing newsletter articles, proofing newsletter, and assisting during special programs and exhibit openings
Assists program staff with processing paperwork associated with the Totem Heritage Center's annual series of classes, workshops, and seminars in Northwest Coast Native art and cultures
Assists staff in preparation of gallery for upcoming exhibits
Cleans and prepares objects for display
Mounts photographs; prepares labels; and assists in the de-installation of exhibits
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
Company
City of Ketchikan
The City of Ketchikna is a city in Ketchikan Gateway Borough, Alaska, United States, the southeasternmost city in Alaska.
501-1000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase