Executive Secretary

Located in Morgantown, WV

Salary: $20

Executive Secretary

Definition/Summary:
The Executive Secretary works under the supervision of the Director of Development Services and plays a critical role in ensuring exceptional client service. This position provides secretarial, clerical, and administrative support, maintaining organizational structure to ensure efficient and effective delivery of departmental services.

---

Minimum Qualifications:

• Typing proficiency of 60–70 WPM with 95% accuracy.

• Advanced proficiency in Microsoft Word, Excel, PowerPoint, Adobe Pro, Google Workspace, and other office software.

• Superior client service and interpersonal skills with a high degree of diplomacy and confidentiality.

• Demonstrated ability to exercise initiative, judgment, and discretion in performing complex, sensitive duties.

• Strong logical decision-making, priority-setting, organization, and attention to detail.

Preferred Qualifications:

• Associate or bachelor’s degree in business administration, secretarial science, or related field.

• Specialized training or experience in legal or design professional offices (planning, architectural, engineering).

• Transcription skills.

---

Knowledge & Skills:

• Proficient in office administration within high-volume, fast-paced environments.

• Familiarity with relevant legislation, policies, and procedures related to land use and development planning.

• Skilled in team-building, problem-solving, multi-tasking, and time/stress management.

• Excellent verbal and written communication, analytical, and organizational skills.

Personal Attributes:

• Positive, honest, trustworthy, respectful, and dependable.

• Solutions-oriented, flexible, and self-motivated.

• Detail-oriented with minimal supervision; culturally aware and sensitive.

• Ability to professionally serve clients, including managing challenging situations in person and by phone.

---

Essential Duties:

• Serve as receptionist, handling calls, emails, and in-person inquiries; direct the public to appropriate staff.

• Provide secretarial support, including dictation, typing, preparation, and editing of correspondence, reports, charts, graphs, forms, and presentations.

• Manage the Director’s calendar and assist with planning and preparation of meetings, conferences, and calls.

• Prepare agendas, memoranda, letters, staff reports, minutes, and packets for Planning Commission, Board of Zoning Appeals, and other committee meetings.

• Maintain electronic and paper filing systems, ensuring confidentiality and organization of records, applications, and correspondence.

• Monitor and maintain office supplies and equipment; coordinate purchases and maintenance as needed.

• Assist with payroll documentation and maintain department webpage content with the Communications Manager.

• Serve as a Notary Public for the City.

• Promote a professional, ethical, and courteous image of the City of Morgantown.

• Perform additional duties as assigned.

---

Working Conditions / Physical Requirements:

• Physical Demands: Primarily office-based work, including extended periods of sitting and computer use; occasional light lifting of supplies.

• Environmental Demands: Busy office environment with frequent interruptions; ability to manage multiple projects simultaneously is essential.

---

Equipment Used:

• Regular: Computer, photocopier, scanner, telephone, calculator, document binder, fax, plotter, transcribers, digital camera, shredder, architect/engineer scale rulers, Planning and Zoning Code manual.

• Occasional: City vehicle, cellular phone, camera, video recorder, tape measure, and other field equipment.

Apply Now