Secretary - Project Imagine-Part Time

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Description

BRIEF DESCRIPTION

Provide clerical support for the program; answers the phone and takes messages; answers questions, provides assistance and information; prepares reports; verifies case notes, assists with planning Project Imagine classes and completes related clerical tasks.

ESSENTIAL FUNCTIONS The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

Answers the phone and takes messages. Prepares correspondence for the Violence Prevention Manager as directed.

Provides clerical support to the Project Imagine program by collecting and organizing data; creates and manages spreadsheets to track program outcomes; coordinates with the Executive Secretary to submit and pay invoices; Collects leave slips and timesheets; Assists with the verification of payroll information; Prepare various reports; reviews and verifies case notes.
Assists with planning and set up of classes and other related events; Creates flyers and basic marketing information regarding the program; Utilizes social media to reach participants; Maintains a high level of confidentiality regarding the program participants.
Makes travel arrangements as necessary.

ADDITIONAL DUTIES

Attends meetings and training sessions as required.
Performs additional duties to support operational requirements as assigned.

JOB REQUIREMENTS

Education and Experience
Associate degree, or equivalent from a college, vocational, business or technical school, and up to one year of experience.
An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above

Certifications/Licenses

Valid driver’s license and acceptable driving record according to City criteria

Job Knowledge
Intermediate knowledge to perform most work in normal situations. Comprehension of standard situations and includes knowledge of most of the significant aspects of the subject.

Reading
Advanced: Ability to read literature, books, reviews, scientific or technical journals, abstracts, financial reports, and/or legal documents.

Writing
Intermediate: Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.

Math
Intermediate: Ability to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions and measurement.

Communication Skills
Decisions regarding interpretation of policies may be made. Contact may involve stressful, negative interactions requiring high levels of tact, and the ability to respond to aggressive interpersonal interactions. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.

Independence and Decision-Making
Normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices. The assignment is usually reviewed frequently.

Technical Skills
Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization.

Fiscal Responsibilities
Prepares accounting, budget, employment actions, and purchasing documents; and does research to justify language used in documents for a unit or division of a department. May recommend budget allocations.

Supervisory Responsibilities
No responsibility for the direction or supervision of others.

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5 Questions You Should Ask During the Interview

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Remember: Always have at least 5 questions prepared for the interview. If you do not, you run the risk of looking unprepared.

What does success look like in this role, and how is it measured?

Why ask this? You want to ensure you have a clear understanding of expectations before accepting the role. Knowing how success is measured helps you hit the ground running and avoid surprises about performance evaluations. It also signals to the employer that you're results-driven.

Can you describe the team dynamic and the company culture?

Why ask this? Skills and experience matter, but if the work environment isn’t a good fit, you won’t be happy or productive. This question helps you gauge whether the company values collaboration, how teams interact, and whether the culture aligns with your work style and values.

What are the biggest challenges facing the person in this role right now?

Why ask this? Every job has challenges, and it’s better to know them upfront. This helps you assess whether the role is a good fit for your strengths and whether the company is realistic about its expectations. If they hesitate to answer, it could be a red flag.

How does the company support work-life balance and employee well-being??

Why ask this? Burnout is real, and some companies expect employees to sacrifice personal time for the job. By asking this, you’ll get a sense of how they value work-life balance, flexibility, and well-being—things that are crucial for job satisfaction and long-term success.

These questions help you make an informed decision while also showing your professionalism and strategic thinking!

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