Education and Experience: High school diploma or equivalent. Continuing education in secretarial science, business, or closely related field preferred. Two years of clerical/secretarial experience or any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
Knowledge: Office administrative and secretarial practices and procedures such as operation of standard office equipment including networked computers and software applications. Microsoft Office software. Record keeping, report preparation, filing methods, and records management techniques. Correct English usage. Standard business arithmetic; basic accounting.
Skills: Excellent oral and written communication skills. Use of Microsoft Office software. Analytical skills to perform numerical calculations for accounting and recordkeeping purposes. Organizational skills for maintenance of filing and recordkeeping systems. Interpersonal skills to effectively interact with City employees and the public.
Essential Functions: Answers telephone, routes calls, and provides the public with general information regarding department services over the telephone and/or in person. Responds to general public requests with limited supervision. Records and distributes messages. Composes, types, prepares, verifies, and routes documents, correspondence, forms, etc. Performs IntelliTime and Munis functions for payroll, time off requests, and other employment related paperwork and recordkeeping. Prepares and processes personnel and payroll records and maintains the confidentiality of the same. Maintains and monitors manual and/or computerized record keeping systems; codes, enters, posts, and tabulates data; maintains statistics, and generates various routine and complex reports. Assists in the implementation of work order software with inputting data and generating reports for supervisors. Performs routine calculations to include tabulating data and balancing accounts; proofs calculations and processes necessary paperwork to correct errors. Photocopies, scans, and facsimiles a variety of documents, correspondence, forms, etc. Receives, date stamps, opens, sorts, and distributes incoming mail. Assists in purchasing goods and supplies; assists in or completes and maintains purchase orders. Maintains records of continuing education credits, CDL licensing exams, and training for division personnel; schedules testing with DOT and DOA agencies. Performs other related work as required.
Mental and Physical Abilities: Ability to receive and follow oral and written instructions and to use resourcefulness and tact with public contacts under limited supervision. Ability to concentrate and pay close attention to detail with constant breaks in concentration. Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lb.) occasionally. Ability to maintain regular, predictable and punctual attendance.
Working Conditions: Work is performed in an office environment where physical discomforts associated with noise, dust, dirt and noxious fumes and odors are encountered 10-15% of the time.
Additional Information: Final candidates may undergo typing, Microsoft Excel and Word skills assessment. Selected applicant must pass a background investigation and drug screen.