Department: Office of the City Clerk
City of Syracuse residency is required for this position. If you are not a resident, you have six (6) months from your date of hire to establish residency.
Job Description
The Office of the City Clerk is seeking qualified applicants for the position of Secretary to the City Clerk. This position is responsible for performing clerical, administrative, and constituent service work of a responsible and confidential nature for the City Clerk. Work is performed in accordance with instructions received from the City Clerk. Does related work as required.
Typical Work Activities
- Acts as a personal and confidential secretary to the City Clerk.
- Help to facilitate the flow of legislative requests to the Common Council from various City Departments, reviewing material to make sure all necessary information is provided.
- Following a voting meeting, send all Special and General Ordinances to the Mayor's office; distribute all ordinances to all appropriate City Departments once Ordinances are returned with the Mayor's signature.
- When directed by the City Clerk, send written notification to elected officials, individuals and/or corporations as directed by any legal requirements contained within ordinances.
- Place legal advertisements when directed by the City Clerk and Common Council ordinances.
- Process all liquor license applications made to the City of Syracuse; distribute to all the necessary parties involved at the end of each month.
- Responsible for ordering all supplies for the Common Council and City Clerk's Office. This includes creating and submitting Purchase Order requisition requests. Ensure all purchases are within procurement guidelines and available budget(s), and that all invoices are paid in a timely fashion.
- Review all contracts and agreements for the City Clerk's attestation; index and file once documents have been signed and sealed.
- Maintain official records in compliance with state retention schedules.
- Manage confidential files and ensure secure storage of sensitive documents.
- Develop and maintain filing system (physical and electronic).
- Monitor deadlines for legal notices and statutory filings.
- Assist in budget tracking and expenditure monitoring.
- Maintain digital records management systems.
- Update website content via Open Cities platform related to Clerk and Council operation
Minimum Qualifications
- Four (4) years of work experience in an administrative or secretarial role, which must have been in either a supervisory capacity or in a non-supervisory, advanced capacity, such as executive secretary to a senior executive, department head, second-line supervisor, or administrator.
- An equivalent combination of training and experience as defined above.
- Extensive experience with the public (constituents) and with highly confidential matters
- Excellent written and communication skills
- Highly organized and detail oriented, ensuring accuracy in documents and communications.
- Proficiency in Microsoft Office (Excel, Word, Teams, PowerPoint, Outlook) required.
Benefits
- Dental insurance
- Health insurance
- Paid time off
- Parental leave
- Vision insurance
- Retirement plan
Click here to apply
The Affirmative Action Policy of the City of Syracuse is to provide equal employment opportunity for all individuals regardless of race, color, sex, religion, creed, age (18 and over), marital status, national origin, disability, veteran status, gender identity or gender expression, sexual or affectional preference or orientation, or any other classified group within the protected class. The City also complies with 31 CFR part 51. If you have a disability for which you wish special accommodation to be made, contact the Office of Human Resources at 315-448-8780 or personnel@syr.gov.
The City of Syracuse may conduct a criminal background check with regard to the employment sought.