ADMINISTRATIVE SECRETARY

Department / Division: TRANSPORTATION & PUBLIC WORKS / ENGINEERING

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

Purpose of Job

The purpose of this job is to provide secretarial, receptionist, bookkeeping and general office support to the department. Duties and responsibilities include, but are not limited to: providing information, processing and maintaining records, issuing and preparing purchase orders, preparing reports and correspondence, assisting with payroll budget functions, 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.

Facilitates communication and provides information to officials, employees, or the public concerning various requests and departmental policies, programs and services. Receives calls, mail, or other correspondence takes messages, copies, replies, or forwards to appropriate staff maintains appropriate filing. Performs bookkeeping duties which may include processing and maintaining records of fees and payments, invoices, petty cash fund, vouchers, program refunds, cost centers and tracking systems, budget transfer requests, and operating and capital account expenditures issues and processes purchase and traveling orders, authorizations for payment, vendor master forms, and purchase requisitions writes receipts assists in preparing and monitoring departmental budget and other financial documents. Processes personnel action forms, attendance and leave records, accidentinjury records and payroll documentation for appropriate staff may assist with and maintain correspondence with the Human Resources Department regarding job openings, qualifications, testing, applications, etc. Processes, composes, edits, researches andor copies routine departmental correspondence, forms, reports, work orders and other documents. Prepares, maintains and updates various departmental records, indexes, reports, and files. Greets visitors, ascertains nature of business, assists and directs visitors to appropriate staff. Assists with or fulfills duties of appropriate personnel when necessary. Maintains inventory of and requisitions office supplies, equipment, or service requirements as needed may include taking bids, and obtaining price quotes from vendors. Maintains calendar and scheduling for appropriate staff training sessions, travel, conferences, meetings or facility usage. May prepare agendas or documents for or attend meetings, conferences, or events for the department transcribes minutes or relates relevant information to appropriate staff acts as liaison between department and other groups, committees, organizations, officials, or the public. May assist in training, coordinating, or evaluating the work of temporary employees, volunteers, interns, andor community service and summer workers. Notarizes documents when required. Performs other job-related duties and responsibilities.

Knowledge, Skills and Abilities

Knowledge of the policies, procedures, and activities of the department or office as they pertain to the performance of duties relating to the position of Administrative Secretary. Knowledge of the terminology used within the department. Knowledge of modern office procedures, departmental programs, activities and facilities, bookkeeping practices and procedures and methods as required in the performance of duties. 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. Ability to communicate effectively with supervisors, other staff members and the public. Ability to use independent judgement in routine and non-routine situations. Ability to handle the required mathematical calculations. Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments. Ability to plan, organize andor prioritize daily assignments and work activities. Ability to comprehend and apply the regulations and procedures of the department. Ability to type, maintain accurate records, operate modern office equipment, utilize a personal computer and communicate effectively both verbally and in writing.

Minimum Training and Experience Required to Perform Essential Job Functions

High school diploma or equivalent with two years of secretarial, governmental bookkeeping, accounting, computer applications and training, or related experience required an Associates degree in business, secretarial science, or related discipline preferred or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess or have the ability to acquire Notary Public status. Must possess a valid drivers license.

(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, printer, facsimile machine, copying machine, calculator and typewriter. Must be able to use body members to work, move or carry objects or materials. Must be able to exert up to twenty pounds of force occasionally, andor up to ten pounds of force frequently. Physical demand requirements are at levels of those for light work.

DATA CONCEPTION:

Requires the ability to compare andor 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 giving and receiving assignments andor directions to co-workers and assistants or from supervisors.

LANGUAGE ABILITY:

Requires the ability to read a variety of reports, contracts, files, forms, time sheets, invoices, telephone bills and logs, purchase orders and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare contracts, vouchers, forms, time sheets, reservation documents, budget related documents, calendars, and phone logs 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 and interpret graphs. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with a computer, copying machine, calculator, printer and typewriter.

MOTOR COORDINATION:

Requires the ability to coordinate hands and eyes in using a computer, copying machine, calculator, printer and typewriter.

MANUAL DEXTERITY:

Requires the ability to handle a variety of items such as a computer, copying machine, calculator, printer and typewriter. 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 moderate 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 andor two-way radio.

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