Under the general direction of the City Clerk, Director of HR, and Assistant Director of HR uses independent judgment and exercises a high level of discretion in dealing with confidential matters and sensitive information while providing administrative, technical, customer service, and secretarial support to the Clerk's Office and the Human Resources department. No supervisory responsibilities.
EXAMPLES OF ESSENTIAL FUNCTIONS
(Illustrative only)
These functions are considered essential for successful performance in this job classification. Inputs, monitors, and maintains all employee records in Laserfische and New World computer system including pay rate changes, status changes, and corrections.
Uses Microsoft Word, Excel, Access, or other applicable software, prepares letters, reports, and documents relative to Clerk and Human Resource functions.
Provides customer service by waiting on citizens at the window and answering the phone. Also helps employees by answering basic Human Resource questions.
Processes and distributes incoming and outgoing interdepartmental mail and outgoing mail for both departments.
Orders office supplies and maintains inventory for both departments.
Prepares payment vouchers for Human Resources and City Clerk bills, employee assistance program, unemployment payments, drug testing, and department chargebacks.
May assist with special projects.
Processes licenses, permits, and other applications.
Processes daily banking, receipts revenue, and state sales tax payments. Prints accounts payable checks for the city.
Manages the city cell phone program.
Makes decisions in accordance with department and City policies and established regulations.
Works independently and with others with minimum supervision.
May work under strict time constraints.
Attends work regularly at the designated place and time.
Performs all other duties as assigned.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Thorough knowledge of secretarial functions, terminology, office procedures and equipment, especially computers.
Thorough knowledge of and ability to use Microsoft Word, Excel, Access (verification through testing may be required) and other specialized software applications appropriate to assigned duties and responsibilities; ability to accurately enter and retrieve information and update records on computer.
Ability to write legibly, prioritize work, produce a quality product with strict timelines and handle multiple tasks.
Ability to answer questions and provide information to the public and City employees in person and over the telephone in a clear, concise and easily understandable manner; ability to respond to complaints from citizens and employees tactfully and respectfully.
Ability to communicate effectively and maintain working relationships with other City employees, supervisors and the public.
Ability to express ideas both orally and in writing.
Ability to maintain confidentiality regarding personnel files and other sensitive information.
Ability to work with people from a broad variety of social, economic, racial, ethnic and educational backgrounds.
ACCEPTABLE EXPERIENCE & TRAINING
High school diploma/equivalent and minimum 2 years' experience as executive or administrative secretary; prefer some human resources experience and education beyond high school in accounting, secretarial, or business-related field.
Experience working with multiple computer programs; i.e. Microsoft Suite, HRIS, data collection, Clerk system
ESSENTIAL PHYSICAL ABILITIES
The following physical abilities are required with or without accommodation. Sufficient speech and hearing that permits the employee to communicate effectively with coworkers and the public.
Sufficient vision and manual dexterity that permits the employee to operate a personal computer and other standard office equipment, handle files, perform customer service duties and other clerical responsibilities.
Sufficient personal mobility that permits the employee to move from one work area or City building to another.
Ability to perform work that is 90% seated and the rest 10% that is a combination of walking and/or standing.
WORK SCHEDULE
Generally, 8:00-5:00 Monday through Friday, with a one-hour unpaid lunch break.
MISCELLANEOUS
The City of Waterloo reserves the right to conduct a background investigation, including employment and criminal history checks on any applicant being considered for this position.
Required to submit to and successfully pass one or more interviews.
May be required to verify word processing, spreadsheet and other clerical skills through testing as determined by the City Clerk & Human Resources.
