To perform specialized administrative/clerical work.
FULL PURPOSE OF CLASSIFICATION
The purpose of this classification is to perform specialized administrative/clerical work in support of an assigned department or division, with an emphasis on the coordination of various administrative tasks between the department or unit and central administrative functions; research, compilation, and routine analysis of operational data and information in support of department personnel; the administrative processing of more complex applications, work orders, or other documentation pertaining to a specific departmental function; and ensuring departmental compliance with repetitive or routine reporting requirements. Work also involves routine clerical and customer support functions for the department.
ESSENTIAL FUNCTIONS
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Provides administrative/clerical support for an assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.
Provides administrative/clerical support for department director and/or staff of assigned department; screens telephone calls, mail, and other communications and initiates appropriate action/response; types, edits, or proofreads correspondence; assists with implementation of policies and procedures; transcribes tapes, correspondence, minutes, or other data; monitors deadlines and status of department documentation; maintains meeting minutes.
Maintains calendar/schedule of activities for assigned department/division; schedules and confirms appointments, meetings, interviews, inspections, conferences, or other activities; updates calendar on a regular basis and notifies parties involved of changes.
Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; responds to requests for service/assistance; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays calls/messages via two-way radio.
Performs customer service functions in person, by telephone, email, or by mail; provides information or assistance regarding department/division services, activities, forms, procedures, fees, or other issues; receives and/or disseminates forms/documentation; responds to routine questions/complaints, researches problems, and initiates problem resolution.
Processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and researches discrepancies; enters payroll data into computer for processing; maintains timekeeping records for community service workers or temporary personnel; updates work assignments/schedules; posts job vacancy notices; receives and verifies new hire, termination, and promotion paperwork; conducts background checks and coordinates pre-employment testing; types personnel action forms and performance appraisals, maintains attendance records; maintains personnel/payroll files and records.
Processes documentation pertaining to purchasing and accounts payable; obtains price quotes for potential purchases; prepares purchase orders and enters purchasing data into computer; reviews invoices, purchase orders, or other documents for accuracy; researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; maintains files and records.
Researches, compiles, and/or monitors administrative or statistical data pertaining to department operations; summarizes data, performs routine data analysis, and prepares reports; conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.
Receives moneys in payment of various fees, fines, deposits, or services; records transactions, issues receipts, and forwards revenues as appropriate; opens, closes, and balances cash drawer.
Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; develops databases and computerized reports.
Processes applications for department services, such as licenses, facility usage, program enrollment, employment, or other purposes; distributes application forms and provides information; accepts fees/deposits and processes completed applications; issues permits as appropriate; administers work order program and opens/closes work order requests.
Processes requests for more complex or non-standard permits or licenses: answers questions regarding the application process, regulations, policies, and procedures governing the process; receive and date-stamps applications and documentation; verifies that all required documentation is included and complete; researches and obtains any additional information needed to process application; calculates and collects any applicable fees; issues permit or license and receipt; tracks and maintains log of permits or licenses issued; and compiles activity reports.
Provides secretarial and administrative support to a board(s) or committee(s): compiles and distributes agendas and information for board review; notifies members of meeting times and locations; coordinates all arrangements for meetings, to include set-up and posting official notice as required; prepares and maintains work files for applications and other business; tracks and monitors status of all business or action taken by the board; oversees and ensures that minutes for all meetings are taken and maintained; serves as a liaison between board/committee members and staff; and maintains the official records of standing boards and committees.
Coordinates bid activities; prepares bid documents; schedules appointments and bid dates; publishes bid information in local newspapers and on Internet.
Ensures division compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures; ensures adherence to established safety procedures; monitors work environment and use of safety equipment to ensure safety of employees and other individuals; initiates any actions necessary to correct deviations or violations.
Processes documentation pertaining to accounts receivable; creates invoices and forms; posts billing data to customer accounts; responds to billing inquiries.
Processes documentation pertaining to budget or general financial management; assists with budget preparation and with monitoring of expenditures; prepares and balances bank deposits; assists finance department with corrections of financial deposits; coordinates internal accounting activities; maintains current balances for general ledger accounts.
Monitors inventory of department forms, equipment, vehicles, weapons, uniforms, forms, and supplies for assigned division; ensures availability of adequate materials to conduct work activities; makes purchasing recommendations and initiates requests/orders for new or replacement supplies; picks up and/or deliver supplies as needed; oversees maintenance and repair work of vehicles and equipment.
Maintains file system of various files/records for the assigned area; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computerized records system; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention.
Distributes documentation between department/staff members and internal/external individuals/agencies; operates fax machine to send/receive documentation; distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
Types, prepares, proofreads, and/or completes various forms, reports, correspondence, lists, logs, notices, schedules, calendars, attendance records, payroll documents, check requests, purchase orders, bid documents, invoices, budget documents, revenue reports, settlement sheets, contracts, statistical reports, incident/accident reports, work order requests, inventory records, agendas, permits, cemetery deeds, graphs, or other documents.
Receives various forms, reports, correspondence, logs, time sheets, attendance records, applications, invoices, check requests, purchase orders, purchase requisitions, personnel forms, budget documents, contracts, legal/official documents, investigative reports, vehicle maintenance reports, audio/video tapes, blueprints, policies, procedures, manuals, catalogs, maps, handbooks, directories, reference materials, or other documentation; reviews, completes, proofreads, processes, forwards or retains as appropriate.
Operates a personal computer, scanner, telephone, switchboard, postage machine, dictation equipment, cash register, shredder, general office equipment, two-way radio, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, presentation, website administration, e mail, Internet, or other computer programs; provides training/support for other system users; troubleshoots computer problems and performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner.
Communicates with supervisor, employees, community service workers, volunteers, other departments, customers, the public, contractors, vendors, sales representatives, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Maintains confidentiality of departmental documentation and issues.
Assists in the administration or the Procurement Card program (Finance Department only): provides training in the use of Procurement Card to departmental approved cardholders; notifies cardholders by email of changes on the card; handles disputed charges or discrepancies not resolved by the cardholder or department liaison; fills out proper forms; monitors each statement to verify discrepancies are corrected; monitors compliance with bank policies and procedures for usage of cards; and contacts bank for lost, stolen, or damaged cards.
ADDITIONAL FUNCTIONS
Performs notarization of documents as needed.
Performs general/clerical tasks, which may include making copies, sending/receiving faxes, filing documentation, processing incoming/outgoing mail, or delivering documentation to other offices.
Provides assistance or backup coverage to other employees or departments as needed.
Performs other related duties as required.
MINIMUM QUALIFICATIONS
High School or GED; two years of experience in office administration or customer service; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May be required to possess and maintain a Notary Public License.
PERFORMANCE APTITUDES
Specific Knowledge, Skills, or Abilities: Must be able to accurately type 35 words per minute. Must be able to learn, comprehend, and apply all city or departmental policies, practices, and procedures necessary to function effectively in the position.
Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data, and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness, and creativity in situations involving evaluation of information against measurable or verifiable criteria.
ADA COMPLIANCE
Physical Ability: Tasks require the ability to exert very light physical effort in sedentary to light work, involving some reaching, handling, fingering and/or feeling of objects and materials.
Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, depth, texture, and visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.
FULL PURPOSE OF CLASSIFICATION
The purpose of this classification is to perform specialized administrative/clerical work in support of an assigned department or division, with an emphasis on the coordination of various administrative tasks between the department or unit and central administrative functions; research, compilation, and routine analysis of operational data and information in support of department personnel; the administrative processing of more complex applications, work orders, or other documentation pertaining to a specific departmental function; and ensuring departmental compliance with repetitive or routine reporting requirements. Work also involves routine clerical and customer support functions for the department.
ESSENTIAL FUNCTIONS
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Provides administrative/clerical support for an assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.
Provides administrative/clerical support for department director and/or staff of assigned department; screens telephone calls, mail, and other communications and initiates appropriate action/response; types, edits, or proofreads correspondence; assists with implementation of policies and procedures; transcribes tapes, correspondence, minutes, or other data; monitors deadlines and status of department documentation; maintains meeting minutes.
Maintains calendar/schedule of activities for assigned department/division; schedules and confirms appointments, meetings, interviews, inspections, conferences, or other activities; updates calendar on a regular basis and notifies parties involved of changes.
Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; responds to requests for service/assistance; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays calls/messages via two-way radio.
Performs customer service functions in person, by telephone, email, or by mail; provides information or assistance regarding department/division services, activities, forms, procedures, fees, or other issues; receives and/or disseminates forms/documentation; responds to routine questions/complaints, researches problems, and initiates problem resolution.
Processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and researches discrepancies; enters payroll data into computer for processing; maintains timekeeping records for community service workers or temporary personnel; updates work assignments/schedules; posts job vacancy notices; receives and verifies new hire, termination, and promotion paperwork; conducts background checks and coordinates pre-employment testing; types personnel action forms and performance appraisals, maintains attendance records; maintains personnel/payroll files and records.
Processes documentation pertaining to purchasing and accounts payable; obtains price quotes for potential purchases; prepares purchase orders and enters purchasing data into computer; reviews invoices, purchase orders, or other documents for accuracy; researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; maintains files and records.
Researches, compiles, and/or monitors administrative or statistical data pertaining to department operations; summarizes data, performs routine data analysis, and prepares reports; conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.
Receives moneys in payment of various fees, fines, deposits, or services; records transactions, issues receipts, and forwards revenues as appropriate; opens, closes, and balances cash drawer.
Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; develops databases and computerized reports.
Processes applications for department services, such as licenses, facility usage, program enrollment, employment, or other purposes; distributes application forms and provides information; accepts fees/deposits and processes completed applications; issues permits as appropriate; administers work order program and opens/closes work order requests.
Processes requests for more complex or non-standard permits or licenses: answers questions regarding the application process, regulations, policies, and procedures governing the process; receive and date-stamps applications and documentation; verifies that all required documentation is included and complete; researches and obtains any additional information needed to process application; calculates and collects any applicable fees; issues permit or license and receipt; tracks and maintains log of permits or licenses issued; and compiles activity reports.
Provides secretarial and administrative support to a board(s) or committee(s): compiles and distributes agendas and information for board review; notifies members of meeting times and locations; coordinates all arrangements for meetings, to include set-up and posting official notice as required; prepares and maintains work files for applications and other business; tracks and monitors status of all business or action taken by the board; oversees and ensures that minutes for all meetings are taken and maintained; serves as a liaison between board/committee members and staff; and maintains the official records of standing boards and committees.
Coordinates bid activities; prepares bid documents; schedules appointments and bid dates; publishes bid information in local newspapers and on Internet.
Ensures division compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures; ensures adherence to established safety procedures; monitors work environment and use of safety equipment to ensure safety of employees and other individuals; initiates any actions necessary to correct deviations or violations.
Processes documentation pertaining to accounts receivable; creates invoices and forms; posts billing data to customer accounts; responds to billing inquiries.
Processes documentation pertaining to budget or general financial management; assists with budget preparation and with monitoring of expenditures; prepares and balances bank deposits; assists finance department with corrections of financial deposits; coordinates internal accounting activities; maintains current balances for general ledger accounts.
Monitors inventory of department forms, equipment, vehicles, weapons, uniforms, forms, and supplies for assigned division; ensures availability of adequate materials to conduct work activities; makes purchasing recommendations and initiates requests/orders for new or replacement supplies; picks up and/or deliver supplies as needed; oversees maintenance and repair work of vehicles and equipment.
Maintains file system of various files/records for the assigned area; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computerized records system; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention.
Distributes documentation between department/staff members and internal/external individuals/agencies; operates fax machine to send/receive documentation; distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
Types, prepares, proofreads, and/or completes various forms, reports, correspondence, lists, logs, notices, schedules, calendars, attendance records, payroll documents, check requests, purchase orders, bid documents, invoices, budget documents, revenue reports, settlement sheets, contracts, statistical reports, incident/accident reports, work order requests, inventory records, agendas, permits, cemetery deeds, graphs, or other documents.
Receives various forms, reports, correspondence, logs, time sheets, attendance records, applications, invoices, check requests, purchase orders, purchase requisitions, personnel forms, budget documents, contracts, legal/official documents, investigative reports, vehicle maintenance reports, audio/video tapes, blueprints, policies, procedures, manuals, catalogs, maps, handbooks, directories, reference materials, or other documentation; reviews, completes, proofreads, processes, forwards or retains as appropriate.
Operates a personal computer, scanner, telephone, switchboard, postage machine, dictation equipment, cash register, shredder, general office equipment, two-way radio, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, presentation, website administration, e mail, Internet, or other computer programs; provides training/support for other system users; troubleshoots computer problems and performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner.
Communicates with supervisor, employees, community service workers, volunteers, other departments, customers, the public, contractors, vendors, sales representatives, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Maintains confidentiality of departmental documentation and issues.
Assists in the administration or the Procurement Card program (Finance Department only): provides training in the use of Procurement Card to departmental approved cardholders; notifies cardholders by email of changes on the card; handles disputed charges or discrepancies not resolved by the cardholder or department liaison; fills out proper forms; monitors each statement to verify discrepancies are corrected; monitors compliance with bank policies and procedures for usage of cards; and contacts bank for lost, stolen, or damaged cards.
ADDITIONAL FUNCTIONS
Performs notarization of documents as needed.
Performs general/clerical tasks, which may include making copies, sending/receiving faxes, filing documentation, processing incoming/outgoing mail, or delivering documentation to other offices.
Provides assistance or backup coverage to other employees or departments as needed.
Performs other related duties as required.
MINIMUM QUALIFICATIONS
High School or GED; two years of experience in office administration or customer service; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May be required to possess and maintain a Notary Public License.
PERFORMANCE APTITUDES
Specific Knowledge, Skills, or Abilities: Must be able to accurately type 35 words per minute. Must be able to learn, comprehend, and apply all city or departmental policies, practices, and procedures necessary to function effectively in the position.
Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data, and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness, and creativity in situations involving evaluation of information against measurable or verifiable criteria.
ADA COMPLIANCE
Physical Ability: Tasks require the ability to exert very light physical effort in sedentary to light work, involving some reaching, handling, fingering and/or feeling of objects and materials.
Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, depth, texture, and visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.