ADMINISTRATIVE SECRETARY

Department / Division: CENTRAL SERVICES / FACILITIES MANAGEMENT
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 Facilities Management Division. Duties and responsibilities include, but are not limited to, assisting the Administrator with coordinating maintenance tasks with appropriate personnel or outside vendors, performing secretarial and receptionist tasks, assisting the Administrator in budget preparation and computer maintenance system management, 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.

Receives and dispatches work orders to division personnel and outside vendors including emergency work orders and maintenance requests maintains radio contact to track jobs through completion. Processes and maintains records of purchase orders: processes requisitions, obtains price quotes from vendors, maintains all purchase order files, prepares authorization for payment forms, and prepares vendor list. Provides travel arrangements for division staff and maintains required travel documentation. Maintains operating and capital account expenditure records for the division: records account activities, reconciles accounts, and monitors account expenditures. Performs general office tasks: maintains an adequate inventory of office supplies, collects and distributes mail, notarizes documents, composes and types correspondence, memos, reports, etc. Performs receptionist tasks: answers telephone, directs calls to appropriate staff, provides general information, relays messages, greets visitors, assists and provides information to outside contractors, vendors, division personnel and other government employees. Prepares division payroll time sheets and maintains personnel files. Assists in the preparation of the annual division budget by compiling data, obtaining price quotes from vendors, and preparing supporting documentation. Compiles and prepares monthly budget report. Assists in implementing the computer maintenance management system. Prepares and maintains the records on the various tools utilized within the division. Prepares, monitors, records, and charts utility cost and usage for buildings maintained by Central Services. Assists with compiling and prepares the quarterly and annual division work report. Prepares and maintains division files including the capital project files, building complaint files, and personnel files. Participates in divisions on call emergency program. Performs other duties as required.

Knowledge, Skills and Abilities

Has considerable knowledge of the policies, procedures, and activities of 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, other staff members, government employees and the public. 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 budget expenditure reports, contract charts, personnel forms, building inventory, custodial work schedule, accounting and bookkeeping, organizing tasks, operating office machines and procedures and methods as required in the performance of duties. Is proficient with the use of various current computer software. Has good command of writing techniques and grammar usage. Has considerable knowledge of modern office equipment including various personal computer applications.

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. Must possess a valid drivers license. Must possess or be able to obtain 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, typewriter, facsimile machine, copier, and other various office equipment. 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 sedentary 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 receiving assignments andor directions to co-workers or assistants from supervisors.

LANGUAGE ABILITY:

Requires ability to read a variety of records, reports, charts and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare contract charts, payroll sheets, purchase orders, custodial work schedules, budgets, and other reports, charts etc. 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 computer, accounting, and personnel terminology.

NUMERICAL APTITUDE:

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

MOTOR COORDINATION:

Requires the ability to coordinate hands and eyes in using automated 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:

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 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, two-way radio. div alignright Parsed RTF file OK

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