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Department / Division: MANAGERS OFFICE ORGANIZATIONAL DEVELOPMENT
FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System
PAY GRADE: 11
Purpose of Job
The purpose of this job is to provide secretarial, receptionist,
bookkeeping and general office support to Organizational Development staff. Duties and responsibilities include, but are not limited to, registering
Athens-Clarke County employees for training classes and maintaining
training records providing information to employees and citizens
processing records issuing and preparing purchase orders preparing
reports, correspondence, and payroll 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.
Registers Athens-Clarke County employees for training classes and maintains
records notifies all employees of confirmed dates for classes. Prepares all training class materials that include typing, copying,
collating, putting into binders, folders, etc. Facilitates communication and provides information to officials, employees,
or the general public concerning various requests and departmental
policies, programs, and services. Receives calls, mail and other correspondence takes messages, copies,
replies or forwards to appropriate staff maintains appropriate filing. Performs bookkeeping duties which may include the processing and
maintaining of the petty cash fund, the processing and issuing of purchase
and traveling orders, authorizations for payment, vendor master forms and
purchase requisitions, writing receipts, assisting in preparing and
monitoring departmental budget, and other financial documents. Processes personnel action forms, attendance and leave records,
accidentinjury reports, and payroll documentation for appropriate staff. Processes, composes, edits, researches andor copies routine department
correspondence, forms, reports, work orders, and other documents to include
organizational charts. Prepares, maintains, and updates various departmental records, indexes,
reports, and files. Greets visitors, ascertains nature of business, assists and directs
visitors to appropriate staff. Maintains inventory and requisitions office supplies, equipment, or service
requirements as needed may include taking bids and obtaining price quotes
from vendors. May attend meetings or events for the department relating relevant
information to appropriate staff acts as liaison between department and
other groups andor committees. Performs other job-related duties and responsibilities.
Knowledge, Skills and Abilities
Knowledge of the policies, procedures, and activities of the Organizational
Development Office and the Athens-Clarke County Government as they relate
to the performance of duties relating to the position of Administrative
Secretary. Knowledge of the terminology used within the office. Knowledge
of modern office procedures, divisional programs, activities and
facilities, bookkeeping practices and procedures and methods as required in
the performance of duties. 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 communicate effectively with supervisors, other staff members
and the public. Ability to use independent judgement in routine and non-
routine situations. 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. Ability to type, maintain accurate records, operate modern
office equipment, utilize a personal computer and communicate effectively
both verbally and in writing.
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 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.
(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, printer, facsimile machine,
copying machine, 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
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 and receiving
assignments andor directions to co-workers and assistants or from
supervisors.
LANGUAGE ABILITY: Requires the ability to read a variety of reports,
contracts, files, forms, time sheets, invoices, telephone bills and logs,
purchase orders and informational documentation, directions, instructions,
and methods and procedures. Requires the ability to prepare contracts,
vouchers, forms, time sheets, reservation documents, budget related
documents, calendars, and phone logs 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
add and subtract totals multiply and divide and interpret graphs. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper
length, width, and shape, visually with a computer, copying machine,
calculator, printer and typewriter.
MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in
using a computer, copying machine, calculator, printer and typewriter.
MANUAL DEXTERITY: Requires the ability to handle a variety of items such as
a computer, copying machine, calculator, printer and typewriter. 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
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
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