Administrative Secretary

GENERAL PURPOSE

Performs a variety of routine and complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the City Services Department and assisting in the administration of the standard operating policies and procedures of the department.

SUPERVISION RECEIVED

Works under the broad policy guidance of the Administrative Supervisor.

SUPERVISION EXERCISED

None.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Perform a wide variety of responsible and complex secretarial and administrative duties to ensure the smooth and efficient operation of the department to which assigned; disseminate information to appropriate personnel; direct work flow and ensure compliance with departmental guidelines, policies, and procedures Plan, organize, and carry out administrative assignments; research, compile, and organize information and data from various sources on a variety of specialized topics related to programs in assigned area. Participate and assist in the administration of the assigned office; organize and manage all office activities associated with the office; participate in problem solving on various issues to enhance efficiency and operations of the department; recommend organizational or procedural changes affecting support activities. Assists in the procurement of department materials and supplies; maintains inventories and orders office supplies and materials. Operates listed office machines as required, Prepares and monitors work orders. Receives, stamps and distributes incoming mail, processes outgoing mail. Direct the work activities of assigned clerical personnel; prioritize and coordinate work assignments; review work for accuracy. Screen office visitors and telephone callers; respond to requests for information and provide technical assistance to citizens regarding department policies, regulations, procedures, services, and operations; screen, sort, and distribute mail; respond to routine correspondence. Type and proofread a wide variety of reports, letters, forms, memoranda, correspondence, and statistical charts; type from rough draft or verbal instruction; take and transcribe dictation; distribute copies of materials. Verify and review forms and reports for accuracy, completeness, and conformance with established regulations and procedures; apply specialized knowledge of departmental and program policies and procedures in determining completeness of applications, permits, records, and files. Maintain department filing systems and records; develop and implement filing systems; modify systems as appropriate. Assist in a variety of department operations; perform special projects and assignments as requested. Inputs data to standard office and department forms; makes simple postings to accounts; compiles data for various reports. Prepares records such as notices, minutes, and resolutions. Acts as custodian of departmental documents and records. Establishes and maintains filing systems, control records and indexes using moderate independent judgment. Communicate with staff in other departments to exchange information and to coordinate activities and shared programs. Operate a variety of modern office equipment including copiers, computers, fax machines, and printers to enter and retrieve data and produce various documents and reports. Receive payments or fees; issue receipts; issue permits; maintain records of transactions.

DESIRED MINIMUM QUALIFICATIONS

Education and Experience :

Graduation from a high school (or GED equivalent) with specialized course work in general office practices such as typing, filing, accounting and bookkeeping;

• AND•Two (2) years of increasingly responsible related experience;•OR•Any equivalent combination of related education and experience.

Necessary Knowledge, Skills and Abilities :

Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; knowledge of basic math. Substantial skill in operation of listed tools and equipment. Ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing; ability to handle stressful situations.

TOOLS AND EQUIPMENT USED

Phone switchboard; mainframe computer terminal; personal computer including word processing software; copy machine; postage machine; fax machine; base radio; calculator.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.