Performs intermediate skilled clerical and responsible administrative work performing a variety of difficult office assistance, administrative tasks, and inventory control; does related work as required. Work is performed under regular supervision.
EXAMPLES OF DUTIES:
Receiving, screening and processing telephone calls; typing, word and data processing duties; maintaining records and files; preparing reports.
(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
Receives calls and callers for the department and ascertains nature of business; assists callers or directs to appropriate authority for disposition.
Maintains complex and detailed files and records; maintains database.
Maintain all technical publications that pertain to the equipment in the City Fleet.
Maintains all Fleet inventory items at adequate stock levels and replenishes as needed.
Creates and monitors all department purchase orders.
Maintains professional relationship with vendor and internal contacts.
Monitor daily fuel, both Unleaded and Diesel, usage, Order as required to maintain adequate supply on-hand
Maintain accurate accident reports and repair information, ensure that HR and CMO have update status and copies of all reports, prepare information for Quarterly accident review committee meeting.
Types letters and memos, prepares reports and charts; gathers data necessary for document preparation; generates departmental mailings.
Answers questions and responds to inquiries or complaints on department. Maintains a variety of operational, bookkeeping, budget and program records.
Prepares minutes of meetings; prepares files and forwards action needs to proper department.
Processes incoming and outgoing mail.
Receives, processes and enters a variety of information into computer system; submits data to outside agencies as required.
Processes service and inspection requests; prepares work or service orders; schedules inspections.
Checks and reviews a variety of data for accuracy, completeness and conformance to established standards and procedures.
Establishes office procedures; sets up and maintains filing systems.
Maintains attendance, time and payroll records.
Assists with budget preparation.
Orders and stocks office supplies and department forms; maintains office equipment supplies and requests repairs as required.
Performs related tasks as required.
Any combination of education and experience equivalent to graduation from high school supplemented by course work in secretarial science and 1 to 3 years office assistance experience.
Thorough knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of the organization and functions of the department and of general administrative policies and practices; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor; ability to establish and maintain effective working relationships with associates and the general public.