ADMINISTRATIVE SECRETARY

Department / Division: FINANCE / BUDGET MANAGEMENT

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

Purpose of Job

The purpose of this job is to provide administrative and secretarial support to the Budget Management and other divisions of the Finance Department. Duties and responsibilities include, but are not limited to, preparing documents, scheduling meetings, exchanging information, answering the telephone, 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.

Screens incoming phone calls. Provides information to user departments and civic, social, community and governmental agencies. Coordinates incoming budgetary data. Reviews budget transfers and amendments for appropriate department authorization and completeness. Processes all budgetary transfers, amendments, operating budget, capital budget, and secondary agencies budgets in the financial system. Types agenda items for Commission consideration. Schedules meetings and coordinates conference room use. Documents administrative budget review results. Maintains office supply inventory for division. Serves as fixed asset coordinator for the divisions. Monitors and maintains all office equipment for the Budget Division. Generates financial system reports. Reviews and recommends changes to enhance outgoing documents and correspondence. Prepares different budget draft documents for review at various stages of budget process. Provides information gathering and typing support to budget preparation process. Types reports relating to internal audits. Composes and types correspondences as directed by Assistant Finance Director. Maintains reference library for Finance Department. Maintains filing systems for Budget Management Division. Requisitions goods and services for Budget Management Division. Prepares budget documents. Schedules budget meetings with department heads and other key personnel. Prepares payroll in the absence of the Administrative Assistant. Answers the telephone, takes and relays messages to the appropriate personnel. Schedules meetings for the divisions. Performs general clerical duties, such as typing, filing correspondence and reports, making copies, preparing notebooks, etc. Performs other related duties as required.

Knowledge, Skills and Abilities

Has general knowledge of the policies, procedures, and activities of the Finance Department as they pertain to the performance of duties relating to the position of Administrative Secretary. 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 the Budget Transfer Journal and procedures and methods as required in the performance of duties. Has knowledge and skill in secretarial functions, such as filing, typing, operating office equipment, etc. Has skill in the use of various software packages. Has skill in the use of computers, typewriters, adding machines, copy machines, and other office equipment.

Minimum Training and Experience Required to Perform Essential Job Functions

High school diploma or equivalent with two years of clerical, bookkeeping or general office related experience required a VocationalTechnical degree in Accounting, Secretarial Sciences or related discipline preferred or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position. May require a valid drivers license. Must possess or have the ability to acquire Notary Public status.

(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 computers, typewriters, adding machines, and other office equipment. 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 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 journals, correspondence, and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare the Budget Transfer Journal and various types of correspondence, 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.

NUMERICAL APTITUDE:

Requires the ability to utilize mathematical formulas add and subtract totals multiply and divide and utilize and determine percentages. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with office equipment (i.e., rulers and yardsticks).

MOTOR COORDINATION:

Requires the ability to coordinate hands and eyes in using computers and other office equipment.

MANUAL DEXTERITY:

Requires the ability to handle a variety of items such as computers, typewriters, copy machines and other office equipment. 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.

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