Provides administrative and secretarial support within the guidelines of departmental and local government regulations. Works with employees, the public, utility companies, engineers, developers, and realtors to provide administrative support.
Key Responsibilities and Performance Standards
Serves as liaison between the assigned department and other departments/divisions, staff members, Consolidated Government officials, the public, community leaders, outside agencies, or other individuals or organizations. Distributes and receives routine information. Interacts with various officials and dignitaries involving sensitive client relations. Conveys information among division/department personnel and
circulates documentation to appropriate departments.
Serves as departmental human resources liaison. Prepares new employee paperwork, processes documentation pertaining to personnel/payroll functions, reviews timesheets for accuracy and researches discrepancies. Tracks accrued and used sick leave and vacation time, enters payroll data into computer systems, prepares personnel change forms and maintains attendance records. Maintains confidential personnel/payroll files, employee rosters, certifications, background checks, and related records.
Provides administrative/secretarial support for management and/or staff of assigned department/division. Relieves management staff of routine administrative tasks, screens telephone calls, mail, email, and other communications. Initiates appropriate action/response, records and transcribes dictation, types, composes, edits, or proofreads various documentation. Maintains calendars and schedules meetings, appointments, interviews, or other activities. Coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff.
Processes documentation pertaining to budget or general financial management. Reviews invoices for accuracy, matches with purchase orders, and enters budget data into computer. Assists with budget preparation, provides budgetary input and assists in forecasting revenues/expenditures. Enters daily revenue into computer and generates revenue reports. Reviews monthly budget analysis reports, monitors expenditures to ensure compliance with approved budget. Processes budget transfers as needed. Reconciles payable records with Finance Department records, prepares bank deposits and coordinates internal accounting activities. Maintains current balances for accounts and maintains departmental petty cash funds.
Processes purchasing documentation, reviews purchase requisitions and verifies availability of budgeted funds. Prepares purchase orders and forwards data to appropriate departments. Obtains competitive price quotes, and orders materials under blanket purchase orders. Reviews invoices, purchase orders, or other documents for accuracy. Researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment. Maintains files and records.
Receives and sorts incoming documentation and materials. Sends, receives documentation, distributes, and delivers incoming faxes, mail, or other documentation to appropriate personnel. Sorts, organizes, opens, and/or distributes incoming mail. Signs for incoming packages and delivers to appropriate personnel. Processes outgoing mail. Copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation as needed.
Performs customer service functions in person, by telephone, and by mail. Provides information/assistance regarding department/division services, procedures, fees, or other issues. Responds to routine questions or complaints, researches problems/complaints and initiates problem resolution. Receives payments for various fees, fines, or services. Records transactions, posts payments, and issues receipts. Balances cash drawers, prepares revenues for deposit and forwards as appropriate
Processes a variety of documentation associated with department operations within designated timeframes and per established procedures. Receives, reviews, records, types, and/or distributes documentations. Enters data into computer systems. Logs, tracks, or maintains records regarding department activities. Compiles data for further processing or for use in preparation of department reports. Files, maintains, and stores hardcopy records.
Performs data entry functions by keying data into computer system. Enters, retrieves, reviews or modifies data in computer database. Scans documents into computer, verifies accuracy of entered data and makes corrections. Indexes documents, develops databases and computerized reports.
Processes applications for department services, such as licenses, facility usage, program enrollment, employment, or other purposes. Distributes application forms and provides information, accepts fees/deposits and processes completed applications. Issues permits as appropriate. Administers work order program and opens/closes work order requests.
As Required Performs other duties of a similar nature or level.
Position Specific Responsibilities Might Include:
- Provide general information to customers regarding water and sewer service.
- Receive messages and distribute to appropriate personnel.
Requirements:
Required Minimum Qualifications:
Education: High School diploma or GED
Experience: Three (3) years of clerical, administrative support, secretarial, customer service, and or record management experience and/or training.
Knowledge/Skills/Abilities:
- Considerable knowledge in modern office policies and procedures to include payroll.
- Familiarity with local government policies and procedures.
- Proficiency in maintaining files and dealing with the public.
- Mastery of standard office equipment.
- Demonstrated ability to work independently and with others.
- Good communication both oral and written. Receive messages and distribute to appropriate personnel.
Performance Aptitude:
- Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships
- Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
- Equipment: Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools and/or materials used in performing essential functions.
- Verbal: Requires the ability to utilize a wide variety of reference, descriptive, advisory and/or design data and information.
- Math: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
- Functional Reason: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
- Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against measurable or verifiable criteria.
- Physical Abilities: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
- Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, and visual cues or signals. Some tasks require the ability to communicate orally.
- Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.
The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.
Compensation: 38,866
