Assistant Secretary & Legal Stenographer

This is secretarial work of an administrative nature involving responsibility for facilitating general department management details for a department head of municipal government. work in this class is distinguished from that of the Secretary I in that employees serve as secretaries to the heads of the more complex departments and act as intermediaries for the important delegated administrative duties. Incumbents must use independent judgement in resolving varied problems which do not involve major deviation from established policy and procedures. May act with authority on office management functions. Responsibility for the conduct of varied public contacts is also an important assignment. The evaluation of work results is made through discussions with superior. 
 

• Takes and transcribes dictation, as secretary to a major administrative official; prepares and may sign the superior's name to correspondence, inter-office forms, requisitions and similar papers. 
• Prepares requisitions and contractual service orders for purchases and/ or repairs to commodities used throughout the department.
• Conducts correspondence with the general public, adjusting complaints or supplying information explaining departmental procedures; interprets regulations according to defined standards, and applies rules to a variety of work situations. 
• Sorts mail delivered to the office and routes it to the proper divisions or work units; maintains control over incoming and outgoing correspondence; composes correspondence on a variety of assigned subjects. 
• Keeps personnel, financial, statistical and other records, and develops office forms and procedures; assists superiors in making decisions on personnel problems and prepares forms necessary to effect transfers. 
• Assists in the preparation of and types the yearly departmental budget and attends budget meetings. 
• Ability to maintain complex clerical records and to prepare accurate reports; to exercise good judgement, courtesy and tact in receiving callers, in giving and obtaining information, and in making proper dispositions of problems; to acquire rapidly thorough knowledge of governing statutes and policies pertinent to appropriate municipal operations; to compose a variety of memoranda or letters with only general instruction; and to plan. assign, review and supervise the work of clerical assistants in a manner conducive to full performance and high morale. 

Graduation from high school, including or supplemented by course work in business practices including stenography and typewriting; or any equivalent combination of experience and training. Considerable secretarial experience including some office management experience. Thorough knowledge of modern office practices, procedures and equipment; of business English, spelling and arithmetic; and grammatical structure and punctuation. Considerable knowledge of the principals of office management and supervision and standard record maintenance procedures. All candidates for employment with the City of Youngstown must be residents of Mahoning County or an Ohio County that is adjacent to Mahoning County at time of hire.

Applicants must meet the above required qualifications to be considered

NOTE: Each applicant is required to submit a detailed resume of his/her education and experience at the time of filing application.

NOTE:THE CIVIL SERVICE COMMISSION RESERVES THE RIGHT TO REVIEW AND EVALUATE ANY AND ALL INFORMATION CONTAINED IN THE APPLICATION OR RESUME. LACK OF HONESTY WILL RESULT IN IMMEDIATE REMOVAL FROM THE ELIGIBILITY LIST.

BONUS POINTS WILL BE ADDED FOR APPLICANTS WHO FULFILL THE MINIMUM QUALIFICATIONS:

20%Military (DD-214 showing 180 days of active duty service and proof of honorable discharge required) 15%Reserve Component Status (Proof of completion of initial entry-level military training)

*****As provided for in Youngstown City Ordinance ORD-11-244 and in accordance with the City of Youngstown Charter, Section 52 (E) any candidate who is a bona fide resident of the City of Youngstown for at least one year immediately prior to an entry level examination and remains a resident citizen of the City of Youngstown throughout the selection process, as determined by the Civil Service Commission, at the time of filing his or her application for examination, shall, if a passing grade is attained, have a credit of fifteen percent (15%) added to his or her  raw score.  The Applicant must show proof of residency by providing the following: Driver’s License, Bank Statements, Utility Bills, Mortgage Release/Lease, and/or Insurance Statements. In order to be considered applicants must submit four (4) different proofs of residency from one (1) year ago and four (4) current proofs of residency (Total of 8)