This is a journey level position within the administrative support series. Incumbents perform a broad range of tasks relevant to the assumed duties, usually under general supervision. This position is fully trained in the scope of duties associated with this class and performs the full range of assigned duties with increasing independence.
Examples of Duties:
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
1. Responds to public inquiries, both on the telephone and in person, and refers to appropriate staff member for more specific information as appropriate; exhibits familiarity with functions of the city.
2. Assists in preparing procedures, operating manuals, written material, budgets, forms, charts and/or other documents for internal or external distribution.
3. Acts as information source to inquiries not requiring the supervisor's attention and otherwise assists in representing the division telephone and in person.
4. Types letters, reports, memoranda and other documents relating to the division which may include contracts, proposals, technical documents, statistical and/or special forms, budgets, and charts.
5. Composes routine correspondence and memoranda; proofreads for accuracy, correct form, content and proper English usage.
6. Collects information from a variety of documents pertinent to assigned division; compiles data for reports; prepares routine reports as required.
7. Maintains and monitors records and files; follows up on due dates; performs other monitoring functions to ensure timely completion of work.
8. May take and prepare meeting minutes as necessary.
9. Performs related duties as required.
Modern office procedures, methods and equipment including computers.
Computer applications such as word processing, spreadsheet, and database applications.
Methods and techniques of proper phone etiquette.
Business letter writing and the standard format for typed materials.
Methods and techniques for basic report preparation and writing.
Principles and procedures of record keeping and filing.
English usage, spelling, grammar and punctuation.
Perform a variety of secretarial duties and activities of a general and specialized nature for an assigned office with speed and accuracy.
Understand the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.
Understand, interpret, and apply general administrative and departmental policies and procedures.
Compile information and maintain records.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Exercise good judgment in maintaining information, records, and reports.
Read, understand, and review documents for accuracy and relevant information.
Use applicable office terminology, forms, documents, and procedures in the course of the work.
Use sound judgment in following and applying appropriate laws, regulations, policies, and procedures.
Compose correspondence or documents.
Meet critical deadlines.
Deal successfully with the public, in person and over the telephone.
Courteously respond to community issues, concerns, and needs.
Operate and use modern office equipment including a computer and various software packages.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Equivalent to the completion of the twelfth grade. Specialized secretarial, general office and clerical training is highly desirable.