Listing Summary

Job Summary:  

Performs responsible, confidential, and varied secretarial, administrative, and bookkeeping tasks for a department and maintains general departmental records involving a working knowledge of depart-mental programs and services sufficient to handle routine complaints, inquiries and requests.

 

Essential Functions and Responsibilities:

• Answers the telephone and gives specific or general information in response to public or official inquiries, handles requests for services, complaints and other public contact work. 
• Operates two-way radio to communicate information to departmental employees.
• Prepares and types contract agreements, legal documents, statistical tabulations and data, letters, memoranda, vouchers, operating reports and other materials including matters of strict confidence.   
• Includes preparation of complex computer spreadsheets.
• Performs account clerical functions such as accounting for office petty cash account. 
• Receives, receipts and deposits money from citizens and maintains accurate records of transactions. 
• Prepares checks for accounts payable.
• Performs purchasing functions to include preparing requisitions and selecting/ordering supplies and equipment necessary for depart-mental operations.
• Takes dictation or transcribes from recording equipment, correspondence, memoranda, and other departmental materials including matters of strict confidence.
• Assumes routine projects to relieve department head of administrative detail; monitors projects to completion to assure accuracy and completion.
• Schedules meetings, prepares agendas, attends meetings; records, types and distributes meeting minutes; may schedule use of conference rooms.
• Assists the public by providing information regarding the department's services and providing direction regarding the completion of department applications and forms.  
• Also sets up new accounts for department's services.
• Processes departmental records, applications, and new accounts in accordance with established policies and procedures.
• Prepares and maintains employee records, sick and vacation leave, payroll and other required personnel records and forms.
• Coordinates travel arrangements for employees attending conferences, seminars, and conventions.
• Gathers and receives information for departmental annual reports to include consolidating information, preparing, and typing the final report.
• Establishes filing system for department and searches and locates file materials.
• Orders equipment and supplies and prepares requisitions for supplies and materials.
• May perform clerical and data entry work related to the function of the assigned department.
• May serve as key operator for copy machines.
• May operate fingerprint camera for reproduction of photographs.
• May assist subordinate clerical employees and other departmental staff in performing work and assumes additional clerical duties in their absence.
• Regular and predictable attendance is required.
• Performs other related duties as required.

 

Materials and Equipment:

• Typewriter                                        
• Personal Computer                          
• Calculator            
• Copy Machine                                  
• Dictaphone                                     
• Postage Machine
• Two-Way Radio                
• Fingerprint Camera

 

Minimum Qualifications Required:

• Education and Experience:
  • High school diploma or G.E.D. supplemented with coursework in typing and bookkeeping.
  • Three years secretarial experience.
  • Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.

 

• Licenses and Certifications:
  • None.

 

• Knowledge, Skills, and Abilities:
  • Thorough knowledge of departmental policies and procedures and of office terminology, procedures, and equipment; and of business arithmetic and English.
  • Knowledge of word processing and skill in operation of a computer keyboard to enter and retrieve data, prepare spreadsheets, and maintain a database.
  • Skill in composing and typing correspondence and reports with speed and accuracy.
  • Skill in performing basic accounting and bookkeeping functions to include maintaining bank accounts.
  • Skills in maintaining administrative, fiscal and general records and in preparing reports and answering questions from records.
  • Skill in working with confidential information and matters in a discreet and professional fashion.
  • Skill in taking dictation and transcribing from recording equipment with accuracy and speed. (80 w.p.m.)
  • Ability to type 45-55 w.p.m. (Depending on department).
  • Ability to work without direct supervision, using personal judgment in processing paperwork and handling unusual situations.
  • Ability to make routine decisions in accordance with ordinances, regulations and established policies and procedures.
  • Ability to maintain effective relationships with other employees and the public and in performing public relation functions courteously and tactfully.

 

ADA Minimum Qualifications:

• Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. 
  • Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.
  • Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.
  • Essential functions occasionally require the ability to bend the body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours. 

 

• Sensory Requirements:  Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.

 

• Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone. 

 This class specification should not be interpreted as all-inclusive.  It is intended to identify the major responsibilities and requirements of this job.The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification.