Department: Assessment
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
Reporting directly to the Commissioner of Assessment, the Secretary performs advanced, confidential administrative, clerical, and office management duties to relieve the Commissioner of normal administrative detail and ensure the efficient operation of the department. Work is performed with considerable independence and the exercise of sound judgment in accordance with established policies and procedures. The incumbent serves as a primary point of contact for the department, coordinates administrative operations, maintains confidential records, and assists with financial, personnel, procurement, and public information functions. General supervision may be exercised over clerical support staff. Performs related work as required.
Typical Work Activities
- Acts as the confidential secretary to the Commissioner of Assessment and relieves the Commissioner of routine administrative and clerical details.
- Independently composes, prepares, edits, and types correspondence, memoranda, reports, legislative requests, and other documents using knowledge of departmental policies, procedures, and operations.
- Screens telephone calls, taxpayer inquiries, visitors, correspondence, and other communications directed to the Commissioner, providing information or referring matters as appropriate.
- Coordinates and maintains the Commissioner's calendar, appointments, meetings, and travel arrangements.
- Coordinates the request for bids for professional property appraisals, tracks vendor submissions, formally notifies the selected bid winner, and manages follow-up communications as needed to ensure timely delivery of appraisal services.
- Coordinates scheduling, logistics, and administrative support for Board of Assessment Review hearings and related departmental meetings.
- Receives, tracks, and processes Freedom of Information Law (FOIL) requests, coordinating with department staff to ensure timely responses.
- Directs and oversees the department's annual budgeting and purchasing activities, including the preparation of requests for Purchase Orders (POs) and Approved Purchase Orders (APOs). Additionally manages, processes, and tracks recurring monthly lease payments for real properties rented by various departments across the City.
- Processes employee payroll and maintains personnel leave and attendance records for department staff.
- Maintains office supply inventories, prepares requisitions, and orders supplies as needed.
- Serves as a liaison between the Department of Assessment, City departments, government agencies, vendors, and the public.
- Assists taxpayers and other members of the public by responding to routine inquiries and providing information regarding departmental policies, procedures, and services.
- Assists with research involving real property records and prepares correspondence and reports related to departmental operations.
- Maintains confidential departmental files, records, and administrative documents.
- May exercise general supervision over clerical support staff assigned to the department.
- Performs related work as required.
Knowledge, Skills, and Abilities
- Thorough knowledge of office terminology, procedures, and equipment.
- Excellent written, verbal, and interpersonal communication skills.
- Highly organized, detail-oriented, and capable of multi-tasking under pressure.
- Ability to understand and independently carry out complex oral and written directions.
- Ability and willingness to deal tactfully and professionally with government officials and the public.
- Proficiency in the Microsoft Office suite (Word, Excel, Access); working knowledge of PeopleSoft or RPS and familiarity with real estate/legal terminology is a plus.
- Physical condition commensurate with the demands of a professional office environment.
Minimum Qualifications
- A) Bachelor's degree in economics, real estate, public administration, business, communications, English, or a closely related field; or
- B) Graduation from an accredited college with an Associate's degree in a related field paired with two (2) years of clerical work experience that explicitly included word processing and document preparation; or
- C) Four (4) years of paraprofessional or professional-level work experience, or its part-time equivalent; or
- D) Four (4) years of clerical work experience which must have been served in either a supervisory capacity or in an advanced, non-supervisory capacity (such as executive secretary to a department head or administrator).
Benefits
- Dental insurance
- Health insurance
- Paid time off
- Parental leave
- Vision insurance
- Retirement plan
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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.