ADMINISTRATIVE SECRETARY

Department / Division: HUMAN AND ECONOMIC DEVELOPMENT

FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System
PAY GRADE: 11

Purpose of Job

The purpose of this job is to provide administrative, clerical and secretarial support to the Human and Economic Development Department. Duties and responsibilities include, but are not limited to, answering the telephone, scheduling appointments, composing letters, processing contracts, greeting the public, maintaining files, and performing additional tasks as assigned.

Essential Duties and Responsibilities

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Prepares and composes correspondence, memoranda, reports and forms from oral or written instructions. Processes invoice vouchers for payment processes routine personnel forms prepares purchase orders maintains related records. Serves as department receptionist, answering the telephone. Provides information to the public by telephone and in person regarding departmental programs and services greets the public and clients. Schedules the Directors appointments and coordinates special assignments under the direction of the Director. Assists in the preparation of departmental budgets. Maintains departmental files. Performs the Program Support Analysts duties in hisher absence. Attends and records minutes for a variety of meetings, including weekly staff meetings. Prepares payroll orders supplies prepares authorization for payment and makes travel arrangements, as needed. Performs other related duties as required.

Knowledge, Skills and Abilities

Has considerable knowledge of the policies, procedures, and activities of the Human and Economic Development Department as they pertain to the performance of duties relating to the position of Administrative Secretary. Has the ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental andor governmental regulations. Has comprehensive knowledge of the terminology used within the department. Has the ability to communicate effectively with supervisors and other staff members. Has the ability to use independent judgement in routine and non- routine situations. Has the mathematical ability to handle required calculations. Is able to utilize and understand computer applications and techniques as necessary in the completion of daily assignments. Has the ability to plan, organize andor prioritize daily assignments and work activities. Is able to comprehend and apply regulations and procedures of the department. Has a good working knowledge of bookkeeping, modern office procedures, government and department policies and procedures and methods as required in the performance of duties. Has skill in written and oral communication and in the use and operation of a computer and general office machines. Has skill in organizing work and dealing with the public.

Minimum Training and Experience Required to Perform Essential Job Functions

High school diploma or equivalent with two years of clerical, secretarial or related experience required AssociateVocational Technical degree in General Business, Secretarial Science preferred or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS:

Must be physically able to operate a variety of machinery and equipment including a computer, copier, typewriter and adding machine. Must be able to use body members to work, move or carry objects or materials. Must be able to exert up to 20 pounds of force occasionally, andor up to 10 of pounds force frequently. Physical demand requirements are at levels of those for sedentary.

DATA CONCEPTION:

Requires the ability to compare and or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

INTERPERSONAL COMMUNICATION:

Requires the ability to speak andor signal people to convey or exchange information. Includes receiving assignments andor directions from supervisors.

LANGUAGE ABILITY:

Requires the ability to read a variety of reports, messages, time sheets, letters, vouchers, manuscripts and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare employee performance appraisals, reports, letters, memos and miscellaneous documents using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence.

INTELLIGENCE:

Requires the ability to learn and understand basic principles and techniques to acquire and be able to expound on knowledge of topics related to primary occupation and to make independent judgement in the absence of management.

VERBAL APTITUDE:

Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages.

NUMERICAL APTITUDE:

Requires the ability to utilize mathematical formulas add and subtract totals multiply and divide. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with a computer, copier, typewriter and adding machine.

MOTOR COORDINATION:

May require the ability to coordinate hands and eyes in using a computer, copier, typewriter and adding machine.

MANUAL DEXTERITY:

Requires the ability to handle a variety of items such as a computer, copier, typewriter and adding machine. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eyehandfoot coordination.

COLOR DISCRIMINATION:

May require the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT:

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimum stress when confronted with an emergency.

PHYSICAL COMMUNICATION:

Requires the ability to talk andor hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone, two-way radio.

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