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Form of work
SalaryDescription
Provide advanced clerical assistance and support to management, departments, City Council, and City residents; provide skilled clerical work in preparing departmental documentation and correspondence with other departments, businesses, agencies, media, and the public; handle payroll and personnel records; coordinate and schedule meetings; maintain the departmental subject files and website; and ensure timely renewal of the department’s permits, licenses, subscriptions, fees, and agreements. The position is differentiated from the Secretary by the performance of more complex clerical duties, the provision of support directly to the Director, and/or the independence of action and responsibility for one or more administrative processes of the department.
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.
- Serves as receptionist; receives and screens telephone calls; offer assistance, greet and direct callers and visitors; utilizes word-processing, worksheet analysis and desktop software programs to prepare various reports, letters, and correspondence; assumes responsibility for correct spelling, punctuation and format; distributes and/or files correspondence and mail; copies and faxes materials and documents; schedules meetings; makes travel arrangements as required; maintains filing system and office supplies; prepares personnel action forms and maintains confidential personnel and related files; performs other routine administrative duties as required.
- Collects, reviews, and prepares payroll data and keys into City’s payroll program on timely basis as mandated by the Payroll Office, and verify as required.
- Verifies accuracy of invoice and code with proper account codes for submission to department director for approval; assists with verifying purchases applied to the Department’s city-issued credit cards and assign proper accounting expense code; maintains file of paid invoices, purchase orders and other financial records; performs accounting and/or bookkeeping duties associated with department operations.
ADDITIONAL DUTIES
- Attends meetings and training sessions.
- Performs additional duties to support operational requirements as assigned.
N/A
Education and Experience
Associate’s Degree, or equivalent from a college, vocational, business or technical school, and over one year up to and including two years 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
Advanced: Ability to write editorials, journals, speeches, manuals, or critiques.
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 job by following established standard operating procedures and/or policies. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically.
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
No budgetary/fiscal responsibility.
Supervisory Responsibilities
No responsibility for the direction or supervision of others.
PHYSICAL DEMANDS
- Sedentary physical effort, exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time.
- Constant sitting, reaching, handling, fine dexterity; adequate vision, hearing, talking to use computer, telephone and communicate effectively with others.
- Occasional standing, walking, crouching, twisting.
- Rare lifting, carrying, pushing/pulling, kneeling, bending, climbing, balancing.
NON-PHYSICAL DEMANDS
- Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
- Regular and predictable attendance is expected.
- Frequently experiences time pressure, emergency situations, frequent change of tasks, performing multiple tasks simultaneously, working closely with others as part of a team, tedious or exacting work, noisy/distracting environment.
- May rarely experience irregular work schedule/overtime.
MACHINES, TOOLS, EQUIPMENT, SOFTWARE AND HARDWARE
Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.
WORK ENVIRONMENT
This work is performed in an office environment where there are no health, safety, or environmental factors, except for rare possible communicable diseases. The employee must wear appropriate protective equipment as apparent and assigned, if any.
