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Department / Division: MANAGERS OFFICE ADMINISTRATION
FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System
PAY GRADE: 13
Purpose of Job
The purpose of this job is to provide administrative and secretarial
support to the Office of the Manager. Duties and responsibilities include,
but are not limited to, providing information, assisting the public
issuing and maintaining control of inventory researching and preparing
project status reports preparing spreadsheets and databases reviewing,
editing, composing, and typing documents 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 information to the public by telephone and in person about the
services and programs of the Unified Government. Assists the general public and internal departments with research
pertaining to actions taken by the Unified Government. Assists with coordinating office communication by relaying messages to
staff, disseminating information to staff, and scheduling meetings and
appointments. Serves as a liaison between the Office of the Manager and the support staff
in other departments. Issues and maintains control of the inventory of equipment and materials
for the department. Researches and prepares project status reports, budget analyses, and
information on policies and procedures for presentation to various staff
members and elected officials. Composes and types memoranda and correspondence to various departments and
consulting offices. Assists with the evaluation and selection of the clerical and secretarial
staff assigned to various departments. Assists the Manager, Deputy Manager, and Assistant Manager with the
development of administrative procedures and practices. Prepares spreadsheets and databases, as required. Reviews, edits, composes, andor types memoranda, correspondence, reports,
lists, forms, and applications for office staff. Processes incoming and outgoing office mail. Prepares requests for payment, vendor master file forms, travel requests
and reimbursements, fixed asset transactions, and purchase requisitions
monitors expenditures under the current departmental budget. Assists with the creation and maintenance of office files and databases. Assists administrative personnel with preparing and conducting training
programs for administrative support staff. Prepares and submits payroll. Administers and maintains petty cash account. Performs other related duties as required. Knowledge, Skills, and Abilities
Knowledge of the policies, procedures, and activities of the Managers
Office as they pertain to the performance of duties relating to the
position of Administrative Assistant. Knowledge of the terminology used
within the department. Knowledge of bookkeeping, modern office procedures,
and government and department policies, procedures, and methods as required
in the performance of duties. Ability to communicate effectively by both
written and oral means. Ability to utilize and operate a computer and
general office machines. Ability to organize work and to deal with the
public. Ability to communicate effectively with supervisors and other staff
members. Ability to use independent judgement in routine and non-routine
situations. 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. Ability to
handle the required mathematical calculations. Ability to utilize and
understand computer applications and techniques as necessary in the
completion of daily assignments. Ability to plan, organize, andor
prioritize daily assignments and work activities. Ability to comprehend and
apply the regulations and procedures of the department.
Minimum Training and Experience Required to Perform Essential Job Functions
High school diploma or equivalent with three years of secretarial,
governmental bookkeeping, accounting, computer applications and training,
or related experience required an Associates degree in business
secretarial science, or related discipline preferred or any equivalent
combination of education, training and experience which provides the
requisite knowledge, skills, and abilities for this job. Supervisory
experience is preferred. Must possess or have the ability to acquire
Notary Public status. Must have a valid drivers license.
(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, copier, typewriter, and
calculator. 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 receiving assignments
andor directions from supervisors.
LANGUAGE ABILITY: Requires the ability to read a variety of reports,
applications, messages, time sheets, letters, and informational
documentation, directions, instructions, and methods and procedures. Requires the ability to prepare forms, reports, letters, memoranda, and
miscellaneous documents 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 in a variety of
administrative, technical, or professional languages.
NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas,
to add and subtract totals, and to multiply and divide. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper
length, width, and shape, visually with a computer, copier, typewriter, and
calculator.
MOTOR COORDINATION: May require the ability to coordinate hands and eyes in
using a computer, copier, typewriter, and calculator.
MANUAL DEXTERITY: Requires the ability to handle a variety of items such as
a computer, copier, typewriter, and calculator. Must have the ability to
use one hand for twisting or turning motion while coordinating the 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
minimum 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.
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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