Senior Office Assistant FLSA
Status: Non-Exempt
General Definition of Work
Performs
intermediate skilled administrative support work serving as a receptionist,
preparing, maintaining, retrieving and receiving records and files, typing,
word and data processing, assisting the public, and related work as apparent or
assigned. Work is performed under the
moderate supervision of the assigned departmental supervisor.
Qualification Requirements
To perform this job successfully, an individual must
be able to perform each essential function satisfactorily. The requirements listed below are
representative of the knowledge, skill and/or ability required and are not
necessarily actual functions of this position.
Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.
Essential Functions
Performs
duties in accordance with the City's keys to excellent customer service.
Acts
as receptionist; greets visitors; answers telephone; provides information;
forwards calls to appropriate party; assists the public with the completion of
standardized records or documents; directs visitors to appropriate party.
Enters
various data into computer system; verifies statistical and other records for
accuracy and completeness; enters and retrieves sensitive and restricted
information into computer system.
Takes
and transcribes dictation; types various documents including correspondence,
forms, reports, brochures, purchase orders, requisitions, meeting minutes, etc.
where a knowledge of format and presentation is necessary; answers routine
correspondence independently.
Assists
with coordinating and preparing periodic, special and other reports; collects
information from various sources and compiles data.
Receives
and accounts for various revenues; posts, checks, balances and adjusts
accounts; gathers, assembles, tabulates, checks and files financial data;
assists with preparing payroll.
Processes
requests for information and reports.
Prepares
and codes purchase orders and invoices; prepares and monitors work order
system; maintains costs and inventory records.
Makes
schedules; coordinates meetings; makes appointments; prepares agenda packages.
Receives,
sorts, processes and distributes incoming and outgoing mail.
Operates
various standard office equipment.
Maintains
inventory and orders supplies.
Knowledge, Skills and Abilities
General
knowledge of office practices and procedures; general knowledge and ability to
use correct grammar, vocabulary and spelling; general knowledge of office
automation equipment and software including word processing, database
management and spreadsheets; some knowledge of arithmetic and its uses in
general office work; ability to communicate ideas effectively in both oral and
written forms; ability to gather and give basic information and instructions on
departmental programs based on inquiries; ability to enter data, key or type at
a reasonable rate of speed; ability to establish and maintain effective working
relationships with associates and the general public.
Education and Experience
High school
diploma or GED and minimal experience in secretarial and office management
work, or equivalent combination of education and experience.
Physical Requirements
This work
requires the occasional exertion of up to 25 pounds of force; work regularly
requires sitting and speaking or hearing and occasionally requires standing and
walking; work has standard vision requirements; vocal communication is required
for expressing or exchanging ideas by means of the spoken word; hearing is
required to perceive information at normal spoken word levels; work requires
preparing and analyzing written or computer data; work has no exposure to
environmental conditions; work is generally in a moderately noisy location
(e.g. business office, light traffic).
Special Requirements
Possession of
Notary Public license and Division of Criminal Information certification may be
required depending on department assignment.
Valid driver's
license in the State of