Education and Experience: Two years of experience is necessary to gain full knowledge of general office practices, procedures, and equipment or any combination of education, training, and experience which provides the required knowledge, skills, and abilities.
Knowledge: Office administrative and secretarial practices and procedures; operation of standard office equipment including networked computers; Microsoft Office Outlook, Word, and Excel. Recordkeeping, report preparation, filing methods, and records management techniques. Correct English usage. Standard business arithmetic; basic accounting and purchasing methods and procedures. Project management procedures and techniques.
Skills: Excellent oral and written communication skills. Using Microsoft Office software. Analytical skills necessary to perform numerical calculations to obtain totals, balances, and verify information from complex forms and transfer to computer or manual reports. Interpersonal skills to effectively interact with internal staff, citizens, and other departmental and City staff. Organizing and prioritizing tasks and maintaining filing and recordkeeping systems. Mathematical computations for accounting and recordkeeping purposes.
Duties and Responsibilities: Performs secretarial and administrative duties. Greets the public, answers the telephone, screens and routes calls, provides public with employment and general information regarding department services, and responds to general public requests; represents the department in a courteous, tactful, and helpful manner. Provides information regarding employment vacancies, type of work, qualifications and other related subjects to the public and City employees. Administers applicant tests to determine technical suitability. Provides information to applicants concerning their status in relation to their applications. Maintains and monitors manual and computerized recordkeeping systems; assembles, verifies, and enters a variety of data, maintains statistics, and generates various routine and complex reports; establishes and maintains spreadsheets and databases and performs comparative analysis. Maintains manual filing systems; maintains archival information. Photocopies, scans, and emails a variety of documents, correspondence, and forms. Assists departmental staff; performs employment and purchasing duties as needed. Serves as staff support for various projects and events; researches and gathers special project information for supervisor in order to prepare periodic progress reports. Schedules appointments, interviews, meetings and reservations; maintains departmental calendar; coordinates meetings, conferences, and travel arrangements when necessary. Receives, opens, sorts, and distributes incoming mail. Performs day-to-day activities that are required to keep the department functioning effectively. Performs related work as required.
Working Conditions: Work is performed in a normal office environment.
Mental and Physical Abilities: Ability to maintain a professional presence with a pleasant, positive, and helpful attitude. Ability to concentrate, pay close attention to detail, and multi task with constant breaks in concentration associated with answering telephones or speaking in person to employees requiring assistance. Ability to maintain confidentiality. Ability to receive and follow oral and written instructions. Ability to work independently and apply sound judgment when resolving problems and complaints. Limited amount of physical effort required associated with walking, standing, lifting, and carrying light objects (less than 25 lb.) 5-10% of work time. Ability to maintain regular, predictable and punctual attendance.
Additional Information: Final candidates will undergo spelling, Microsoft Excel, and typing skills assessment. Selected applicant must pass background investigation and drug screen.