Examples of Duties: Duties may include, but are not limited to, the following:
1. Respond to public inquiries, both on the telephone and in person, and refer to appropriate staff member for more specific information as appropriate; exhibit familiarity with functions of the City.
2. Assist in preparing procedures, operating manuals, written material, budgets, forms, charts, and/or other documents for internal or external distribution; recommend office procedures and systems.
3. Type letters, reports, memoranda, and other documents relating to operations which may include contracts, proposals, personnel records, technical documents, statistical and/or special forms, budgets, and charts.
4. Compose routine correspondence and memoranda; proofread for accuracy, correct form, content, and proper English usage; provide clerical support on sensitive and confidential department documents.
5. Collect information from a variety of sources pertinent to assigned department or division; compile data for reports; prepare routine statistical reports as required.
6. Maintain and monitor records and files; follow up on due dates; perform other monitoring functions to ensure timely completion of work.
7. Coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.
8. Perform accounting functions related to ordering supplies, equipment, and services; order and purchase supplies for the department or division.
9. May maintain timecard records; may maintain confidential personnel files and records for management personnel.
10. Perform clerical duties related to division activities such as typing, filing, and distributing mail.
11. Monitor and assist in the administration of a division budget; recommend expenditure requests for designated accounts.
12. Research, compile, and analyze data for special projects and various reports; provide technical support on special projects or programs.
13. Initiate and maintain a variety of files and records.
14. May take and prepare meeting minutes as assigned; may provide support to a board or committee.
15. Act as backup to Executive Assistant during Executive Assistant’s absence as required.
16. Perform other related duties as assigned.
Minimum Qualifications:
Knowledge of: English usage, spelling, grammar, and punctuation; modern office methods, practices, procedures, and computer equipment; computer equipment and programs associated with secretarial/administrative functions; business letter writing; basic recordkeeping principles and procedures.
Ability to: Perform assigned secretarial duties with speed and accuracy; understand and explain department or division policies and procedures; communicate clearly and concisely, both orally and in writing; some positions may require the ability to type accurately at a speed of 50 words per minute; establish and maintain effective working relationships with those contacted in the course of work.
Experience and Training Guidelines : A combination of relevant experience, education, and training that will satisfy the required minimum qualifications, knowledge, and abilities.
Three years of increasingly responsible administrative and clerical experience involving frequent public contact. Equivalent to the completion of the 12th grade supplemented by coursework in office or business management.
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