 |
|
|
|
Department / Division: PUBLIC UTILITIES / WATER POLLUTION CONTROL
FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System
PAY GRADE: 11
Purpose of Job
The purpose of this job is to perform administrativesecretarial functions
and to provide general support to the Water Pollution Control section of
the Public Utilities Department. Duties and responsibilities include, but
are not limited to: preparing, reviewing, disseminating andor filing
routine correspondence and reports answering the telephone and relaying
messages monitoring expenditures processing invoices and purchase orders
receiving, processing and distributing mail maintaining records 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.
Acts as Receptionist answers the telephone provides information takes
and relays messages andor directs calls to appropriate personnel returns
calls as necessary monitors and dispatches calls on two-way radio
provides the public with information concerning departmental policies,
procedures and services. Greets visitors, ascertains nature of business, assists andor directs
visitors to appropriate person. Responds to routine requests for information from officials, employees,
members of the staff, the public or other individuals. Prepares andor generates routine correspondence, letters, memoranda,
forms, reports, and other documents via computer andor typewriter. Prepares payroll documentation maintains employee attendance and leave
records. Handles petty cash disbursements balances and requests reimbursements
monthly. Prepares budget transfer requests, purchase requisitions, and
authorizations for payment of invoices prepares, processes and completes
purchase orders. Prepares departmental files maintains file system of departmental records
maintains personnel records. Copies and distributes correspondence, memoranda, reports and other related
materials. Assists in gathering data for budget preparation monitors expenditures
under current budget. Attends meetings records and transcribes minutes distributes records as
appropriate. Coordinates calendar activities to include planningscheduling
appointments, meetings, interviews, etc. updates on a regular basis
contacts parties involved as appropriate. Picks up mail receives, opens and reviews incoming mail determines
routing and distributes as appropriate prepares outgoing mail. Maintains inventory of departmental supplies initiates orders for new or
replacement materials. Coordinates the work of temporary employees. Uses knowledge of various software programs to operate a computer in an
effective and efficient manner backs up files on a regular basis. Performs other related duties as required.
Knowledge, Skills and Abilities
Has general knowledge of the policies, procedures, and activities of the
Public Utilities 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
judgment 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 applicable federalstate laws, unified government ordinances,
departmental policies and procedures, and departmental methods as required
in the performance of duties. Has a good working knowledge of modern office
procedures, bookkeeping, and payroll procedures. Has skill in organizing
and maintaining files, in dealing with the general public, and in oral and
written communications. Has the knowledge and ability to operate various
office equipment including a computer, printer, typewriter, calculator,
copier, facsimile machine, two-way radio, and telephone. Has the ability to
type accurately with appropriate speed. Has skill in utilizing various word
processing, spreadsheet, database andor other software programs relevant
to the position.
Minimum Training and Experience Required to Perform Essential Job Functions
High school diploma or equivalent required with an
AssociatesVocationalTechnical degree in secretarial science, business or
related discipline preferred, training in secretarial skills and one year
of experience in general office administration, bookkeeping, or related
experience required or any equivalent combination of education, training,
and experience which provides the requisite knowledge, skills, and
abilities for this position. Must possess a valid Drivers License. Must
posses or be able to obtain certification as Notary Public.
(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, typewriter,
calculator, copier, facsimile machine, two-way radio, and telephone. 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 sedentary work.
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 givingreceiving
assignments andor directions tofrom co-workers, assistants or
supervisors.
LANGUAGE ABILITY: Requires ability to read a variety of informational
documentation, directions, instructions, methods and procedures. Requires
the ability to prepare letters, reports, forms, etc., using prescribed
formats and conforming to all rules of punctuation, grammar, diction, and
style. Requires the ability to speak to individuals with poise, voice
control, and confidence.
INTELLIGENCE: Requires the ability to learn and understand relatively
complex principles and techniques to acquire and be able to expound on
knowledge of topics related to primary occupation and to make independent
judgment 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 including terminology
related to public utilities, bookkeeping, and radio dispatching.
NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas
add and subtract totals multiply and divide determine percentages
compute discountinterest. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper
length, width, and shape, visually with a variety of machinery and
equipment including a computer, printer, typewriter, calculator, copier,
facsimile machine, two-way radio, and telephone.
MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in
using office equipment.
MANUAL DEXTERITY: Requires the ability to handle a variety of items such as
automated office equipment, secretarial supplies, and computer supplies. 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: Requires 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
minimal 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 and two-way radio.
DISCLAIMER: THE INFORMATION CONTAINED ON THIS WEBSITE IS PROVIDED "AS IS" AND WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES REGARDING THE ACCURACY OR COMPLETENESS OF THE INFORMATION CONTAINED ON THIS SITE OR IN ANY REFERENCED LINKS. [ Read More ]
|
|
|
