Listing Summary

JOB SUMMARY:   

Performs varied secretarial support work for a department to include routine correspondence and reports.  Answers telephone, routes calls and provides general information to the public.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: (All incumbents may not perform all duties.)

Answers the telephone, routes calls, provides public with general information regarding department services, and responds to complaints and requests with limited supervision from supervisor.  May also operate department base radio station to communicate with employees.

Types memos, letters, reports and general correspondence from rough draft and may personally compose routine replies; performs limited dictation and shorthand.

Accepts applications and other departmental paperwork and reviews for accuracy and if necessary identifies the applicant.

May accept payment for filings and applications.

Creates and maintains departmental filing systems; cross-indexes and files documents and correspondence alphabetically, numerically or by other designated classification.

May locate records in vault/files and make certified copies to fulfill requests made in person or by mail.

Receives, opens and routes departmental mail.  Also distributes departmental correspondence to appropriate destination

Assembles a variety of data from office records for incorporation into various departmental reports.

Prepares and maintains various routine reports, records, registrations, rental leases and logs in accordance with established departmental practices and procedures.

Coordinates use of department's services to include preparing public relation materials and notices for promotion of services and programs.

May prepare departmental time sheets and assists in maintaining various personnel records and files.

Records various departmental statistics and maintains ongoing lists and logs.

Orders office supplies and prepares requisitions as needed.

Assists department management with various special projects or programs to include maintaining records and coordinating tasks.

Regular and predictable attendance is required.

Performs other related duties as required.

 

When assigned to finance:

Responsible for recording receipt checks on a daily transaction summary for subsequent recordkeeping and review to maintain appropriate revenue/accounting control functions.

Assembles a variety of data from office records for incorporation into various departmental reports.

Responsible for scanning all Financial Services documents, including but not limited to, invoices, receipts, checks copies, journal entries, wire transfers, bid documents, grant files, etc., and maintain accurate and effective electronic file storage on shared server.

MATERIALS AND EQUIPMENT USED:

Computer                                              Dictaphone/transcriber                                     Copy Machine                     
Fax Machine                                         Calculator                                                                Typewriter
Two-Way Radio                                     Digital Camera                                                     Software/Internet

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

High school diploma or G.E.D.

One year related office 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:

Knowledge of office terminology, procedures and equipment and of business arithmetic and English.

Skill in operating modern office equipment to include a typewriter or personal computer for generating correspondence and reports.

Skill in typing from clear copy or rough draft at a rapid rate of speed.

Ability to type 50 w.p.m.

Ability to take dictation 80 w.p.m.

Ability to understand adopted codes and other terminology relevant to the department.

Ability to understand and follow oral and written instructions and to make minor decisions in accordance with established departmental rules, regulations and policies.

Ability to exercise tact and courtesy in working with the public.

 

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 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.