To perform a wide variety of complex general office and administrative clerical and secretarial work in support of an assigned division or department; serves as receptionist providing front counter assistance to division/department and has substantial knowledge of specific program(s); Provides information and assistance to customers and responds to complex questions on behalf of department; Independently composes correspondence; researches and develops recurring and adhoc reports; performs bookkeeping and timekeeping responsibilities.
Examples of Duties
Essential Functions:
1. Perform complex administrative, secretarial and clerical duties in support of assigned division or office; serves as receptionist providing front counter assistance and has substantial knowledge of specific program(s). Provides information and assistance to customers and responds to complex questions on behalf of department. Interpret and explain department and city policies and procedures. 2. Performs bookkeeping duties; enters data from various sources including accounting, statistical and related documents; input corrections and updates; verify data for accuracy and completeness; Performs accounts receivable and accounts payable functions; compiles annual budget requests; prepares purchase requisitions and purchase orders; orders and maintain inventory of office supplies. 3. Performs timekeeping and payroll entry functions; receives timecards or other personnel information; prepares and enter employee hours for payroll; verify accuracy of edit lists and review information for completeness; maintains confidentiality. 4. Participates in preparing comprehensive reports; perform duties of recording secretary for assigned commissions or committees; prepare and distribute meeting packets; independently prepare and type reports, agenda, resolutions and a wide variety of documents; take and transcribe minutes. 5. Performs research; coordinates assigned projects; schedules and attend meetings in coordination with individuals from other departments, cities and outside agencies; attend and participate in meetings on behalf of supervisor; provide follow-up and status reports. 6. Operate a variety of office equipment including copiers, facsimile machines and computers; input and retrieve data and text; organize and maintain disk storage and filing; Maintain a variety of records and client files; retrieve files for staff as necessary; perform a variety of record keeping duties; Receive, screen, sort and distribute mail; prepare outgoing mail and special packages.
Marginal Functions: 1. Serves as technical resource to other clerical staff and volunteers. 2. Perform related duties and responsibilities as required
Typical Qualifications
Knowledge: Organization, procedures and operating details of assigned division or section; Basic business letter writing and basic report preparation techniques; Modern office procedures, methods and computer equipment; Principles and procedures of record keeping; Methods and procedures of data entry; English usage, spelling, grammar and punctuation; Practices used in minute taking and preparation; Principles and procedures of financial record keeping and reporting.
Skills: Communicate clearly and concisely, both orally and in writing; Establish and maintain effective working relationships with those contacted in the course of work; Maintain effective audio/visual discrimination and perception to the degree necessary for the successful performance of assigned duties; Maintain mental capacity, which allows for effective interaction and communication with others; Maintain physical condition appropriate to the performance of assigned duties and responsibilities.
Abilities: Perform responsible administrative clerical and secretarial work in support of a major division or operating unit of the City; Plan, organize and schedule office support priorities and functions; Perform clerical work including maintenance of appropriate records and compiling information for reports; Type or word process at a speed necessary for successful job performance; Take and transcribe dictation at a speed necessary for successful job performance; Operate office equipment including computers and supporting word processing and spreadsheet applications; Perform routine mathematical calculations; Meet schedules and timelines; Respond to complex requests and inquiries from the general public and City employees; Understand and carry out oral and written directions; Prepare and maintain confidential records and reports; Interpret and explain Department and City policies and procedures.
Supplemental Information
Experience: Three years of responsible administrative clerical experience or secretarial experience.
Education or Training: Equivalent to completion of the twelfth grade with supplemental training in office administration or a related field.
License or Certificate: Possession of, or ability to obtain a valid driver's license.