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Department / Division: CENTRAL SERVICES / INTERNAL SUPPORT
FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System
PAY GRADE: 11
Purpose of Job
The purpose of this job is to provide accounting, procurement, personnel,
administrative, and secretarial support to the Internal Support Division. Duties and responsibilities include, but are not limited to, charging
indirect charges to departments, procurement and payment of invoices,
maintenance of budgets for all cost centers, assisting the Division
Administrator in all aspects of Internal Support activities, performing
secretarial tasks, assuming various relief duties in the absence of
department personnel, 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.
Performs purchasing and procurement duties for various cost centers
processes invoices for purchase orders completes budget transfers and
maintains related records. Maintains account books, files, and computerized financial data for various
cost centers reconciles department records against Finance Department
printouts. Prepares monthly reports of various office expenses for billing purposes. Prepares and forwards monthly charge reports for reviewapproval by the
Division Administrator for postage, copiers, printing, copier paper,
parking services, and telephone charges including base, long distance,
system maintenance, replacement costs, etc. to the Finance Department for
billing to departments and divisions. Coordinates servicing for various office equipment. Prepares divisions monthly, quarterly, and annual reports. Prepares budget projections for cost centers and assists with preparation
of the division budget. Prepares and calculates payroll and maintains personnel records for the
division. Coordinates the scheduling of division personnel to provide the required
coverage during employee absences and leave serves as a liaison between
division personnel and other government employees and customers. Assists in the maintenance of surplus property inventory assists in the
coordination of annual auctions. Prepares correspondence and reports from oral or written instruction. Arranges travel and lodging for office staff and processes related
paperwork. May be assigned the duties of the Permit Coordinator, Records Retention
Technician, Mail Courier, and Parking Attendant in their absence. Serves as the division receptionist, providing information by telephone or
in person. Maintains an adequate office supply inventory for the division. Performs clerical duties including: incoming and outgoing mail, division
files, telephones, typing and notarizing documents. Verifies parking attendant records maintains revenue spreadsheets and card
holdervehicle database issues and maintains key card assignments,
activations, deactivations, and tracking information. Maintains lease, purchase, rental, and service contracts for government
wide telephone and copier equipment. Performs other related duties as required.
Knowledge, Skills and Abilities
Has considerable knowledge of the policies, procedures, and activities of
the Internal Support Division and the Central Services 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 personnel record keeping and budgeting procedures and methods as
required in the performance of duties. Requires the knowledge of various
computer software programs. Is skilled with the use of a calculator,
copier, facsimile machine, and typewriter. Requires considerable knowledge
and accounting of procurement procedures.
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. May require Notary Public
Certification.
(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, facsimile machine, copier,
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 20 pounds of
force occasionally, andor up to 10 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 givingreceiving
assignments andor directions to co-workers or assistants from
supervisors.
LANGUAGE ABILITY: Requires ability to read a variety of personnel and
budget reports, records, charts and informational documentation,
directions, instructions, and methods and procedures. Requires the ability
to prepare purchase orders, budget reports, personnel records and forms,
inventory records, and 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 complex
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 including legal
terminology.
NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas
add and subtract totals multiply and divide utilize determine
percentages compute discount, interest, profit and loss, ratio and
proportion, etc. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper
length, width, and shape, visually with office equipment.
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
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: 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
considerable 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 or 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 ]
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