ADMINISTRATIVE SECRETARY

Department / Division: CENTRAL SERVICES / ANIMAL CONTROL
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 Animal Control division. This position acts as receptionist and liaison between the division, the public, and other agencies. Duties and responsibilities include, but are not limited to, managing customer service as related to animal control maintaining personnel and budget records, providing clerical support 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.

Provides telephone and counter customer service tasks such as screening calls, answering routine questions and complaints, and referring callers to proper personnel or agencies. Screens prospective adopters. Prepares payroll and maintains personnel records. Initiates monthly requisitions for purchase orders. Maintains adequate inventory of supplies and forms. Initiates authorization for payment of spayneuter refunds. Prepares weekly deposits and delivers to bankcourthouse. Types correspondence, reports, and records. Processes departmental mail. Acts as liaison between Animal Control and various rescue groups. Maintains division files, records, and reports. Records citations, written warnings, lost and found logs, and rabies certificates. Assists the Animal Control Superintendent with development of annual operating and capital budgets. Performs other related duties as required.

Knowledge, Skills and Abilities

Has general knowledge of the policies, procedures, and activities of the Animal Control 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 division andor departmental 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 regulations and procedures of the department. Has a good working knowledge of animal adoption procedures, budget reports, payroll, ACC Employee handbook, Athens-Clarke County Map, and procedures and methods as required in the performance of duties. Has proficiency with the use of a computer, calculator, copier, two-way radio, and various computer software programs.

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 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 computer, calculator, copier, and two-way radio. 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 medium 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 giving receiving assignments andor directions to co-workers or assistants from supervisors.

LANGUAGE ABILITY:

Requires ability to read a variety of reports, records, charts, maps, handbooks, and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare monthly budget report, monthly statistical report, and bi-weekly payroll 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 judgements 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 veterinary and two-way radio terminology.

NUMERICAL APTITUDE:

Requires the ability to utilize mathematical formulas add and subtract totals multiply and divide utilize determine percentages perform calculations involving variables, formulas, square roots, and polynomials. 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. Must be adaptable to managing the grief associated with animal euthanasia.

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. Parsed RTF file OK

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