- Receives and screens telephone calls, and or visitors. Answers routine questions and furnishes information, when appropriate.
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Receives, classifies, consolidates and/or summarizes documents and information from standard sources and in standard formats.
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Maintains records of documents, correspondence, reports and statistical/financial summaries processed.
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Compiles various regular reports in accordance with standard operating procedures.
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Utilizes a PC, calculator, typewriter, and other standard office equipment to transcribe and type correspondence, memos, lists to record, save and retrieve information.
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Proofreads and edits own materials and others for accuracy and completeness and maintains daily production records.
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The incumbent has some degree of contact with City residents (customers), City suppliers or other City employees outside their immediate work area to give or receive information.
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Performs related duties as directed when such duties are a logical and appropriate assignment to the position.
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Regular and timely attendance are required for this position.
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Interacts professionally and respectfully with the public, coworkers, and others in the course of daily work.
When Assigned to City Secretary's Office:
1. Aid City Secretary's Office in essential functions including assisting with public meeting set-up and tear-down, compiling meeting packets for City Council, posting agendas, and preserving meeting documents.
2. Process applications for birth and death certificates, upon background check approval from the State of Texas.
3. Process solicitor permits and Public Information Act requests, as needed.
4. Maintain confidentiality of personal and sensitive information, ensures proper recording, management and storage of all official City records and vital statistics records.
SKILLS, KNOWLEDGE AND ABILITIES
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Must have knowledge of Microsoft Office suite.
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Must be comfortable working outside comfort zone with a willingness to learn.
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Ability to provide excellent customer services including a desire to help customers regardless of their circumstance.
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Ability to work independently and with minimal supervision.
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Must have the ability to learn additional applications as they are applied to working assignments.
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Ability to maintain cooperative-working relationships with employees and those contacted in the course of work.
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Must have knowledge of spelling, punctuation, grammar and formatting. Supervision is available to assist on any work not clearly covered by standard procedures or as a source of clarification.
EDUCATION, EXPERIENCE, AND OTHER REQUIREMENTS
High school diploma or equivalent is required.
Requires a limited amount of prior experience in word processing, secretarial or typing experience.
Must pass a Federal/National criminal background check and credit check.
Must have the ability to type 35 WPM and pass a computer and language arts skill tests (Basic Word, Proofreading, and Spelling).
Must pass a pre-employment drug screen.
When Assigned to City Secretary's Office:
A fingerprint background check will be required of Vital Statistics staff in accordance with the Texas Health and Safety Code.
Due to Criminal Justice Information Security (CJIS) requirements, the candidate must never have been convicted, put on court-ordered community supervision, or probation for any criminal offense above the grade of Class B misdemeanor or a Class B misdemeanor within the last ten years from the date of the court order. Class A Misdemeanor Conviction, Deferred Adjudication or Felony Conviction are permanent disqualifiers.
WORKING CONDITIONS
While performing the essential functions of this position the employee is rarely exposed to disagreeable environmental factors.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the essential functions of this job the employee is regularly required to perform light to medium work that involves walking or standing, use the computer keyboard and mouse, use hands to finger, handle, or feel, reach with hands and arms, talk and hear, stand, walk, and stoop, or crouch. This position requires occasionally lifting and/or moving up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. This job requires the ability to work in an office environment where the noise level is usually moderate.
