Job Description
Education and Experience: High school diploma or equivalent. Two to three 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 personal and networked computers. Microsoft Office software. Record keeping, report preparation, filing methods, and records management techniques. Correct English usage. Standard business arithmetic; basic accounting.
Skills: Use of Microsoft Office software. Analytical skills to perform numerical calculations for accounting and record keeping purposes. Interpersonal skills to effectively interact with City employees and the public. Organizational skills for maintenance of filing and record keeping systems.
Essential Functions: Answers telephone and routes calls. Provides public with general information regarding department services over the telephone and/or in person. Responds to general public requests with limited supervision from supervisor. Dispatches proper service unit. Records and distributes messages. Composes, types, prepares, verifies, and routes documents, correspondence, forms, etc. Researches reports and files for information to prepare reports. Prepares and maintains various routine reports necessary for further processes and services. Prepares and processes personnel and payroll records; coordinates processing of applicants; maintains the confidentiality of the same. Maintains and monitors manual and/or computerized record keeping systems; codes, enters, posts, and tabulates data. Prepares statistical and summary reports. Maintains manual filing systems; reviews, codes, and files documents alphabetically, numerically, or by other designated sorting methods; purges files to locate specific information. Reviews, verifies, enters, and posts data into a computer; maintains statistics and generates various routine and complex reports. Performs routine calculations to include tabulating data and balancing accounts; proofs calculations and processes necessary paperwork to correct errors. Photocopies and facsimiles a variety of documents, correspondence, forms, etc. Receives, date stamps, opens, sorts, and distributes incoming mail. Completes and maintains purchase orders. 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. 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 will undergo spelling, typing, ten key, Microsoft Excel and Word skills assessment. Selected applicant must pass a background investigation and drug screen.