ADMINISTRATIVE SECRETARY

Department / Division: CENTRAL SERVICES / LANDSCAPE MANAGEMENT
Non-Exempt
CLASSIFICATION: Personnel System
PAY GRADE: 11

Purpose of Job

The purpose of this job is to provide secretarial and administrative support to the Landscape Management Division. Duties and responsibilities include, but are not limited to, maintaining records and reports performing clerical duties assisting with the preparation of budgets maintaining office inventory 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.

Prepares division payroll time sheets and maintains personnel, attendance, and leave files on division employees. Processes and maintains records of purchase orders: processes requisitions, maintains all purchase order ledgers, prepares authorization for payment forms, budget transfer requests, and monitors expenditures under existing budget accounts. Types and edits division correspondence, memoranda, and reports. Provides information to the public by telephone and in person regarding the services of the division. Picks up and distributes office mail for the division. Establishes and maintains office files for the division, including vehicle maintenance records. Coordinates communication within the division by relaying messages and other information to staff and monitoring two-way radio transmissions. Assists in preparing monthly budget and quarterly and annual activity reports for the division prepares specialized reports as directed. Prepares travel requests and accidentinjury reports for the division. Assists in the preparation of the annual division budget by compiling data and preparing supporting documentation. Exchanges information, resolves problems, and relays instruction to co-workers, other governmental employees, vendors, and the general public. Designs and implements division forms maintains an adequate inventory of office supplies. Maintains cost tracking system for assignment engine repair cost to various departments. Assists other departments with special events. Performs other related duties as required.

Knowledge, Skills and Abilities

Has thorough knowledge of the policies, procedures, and activities of the Landscape Management Division 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 division. 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 the regulations and procedures of the department. Has a good working knowledge of invoices, budget reports, purchase requisitions, accidentinjury reports and procedures and methods as required in the performance of duties. Is proficient with various software including landscape management computer software 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. 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, typewriter, calculator, copier, and facsimile machine. 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 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. May include giving receiving assignments andor directions to co-workers or assistants from supervisors.

LANGUAGE ABILITY:

Requires the ability to read a variety of vendor invoices, purchase orders, budget reports, computer manuals, personnel system resources and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare purchase requisitions, payroll, lettersmemos, quarterlyannual reports, personnel forms, travel requests, and accidentinjury reports 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.

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 a computer, typewriter, copier, facsimile machine, and telephone. 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 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. div alignright Parsed RTF file OK

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