Minimum Education and Experience Requirements:
Requires a high school diploma supplemented by three (3) years of responsible secretarial, office administration (preferably in a municipal environment), customer service, and or record management experience and/or training; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
ADA Compliance
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements: Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require that ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.
The city is an EOE, DFW; Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
No calls please, only applicants chosen for an interview will be contacted.
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Position Summary:
This classification provides administrative and secretarial functions to division or department managers in support of departmental operations.
Essential Duties and Responsibilities:
The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.
Essential Functions
•Coordinates and provides administrative/clerical support for an assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures; works with and provides guidance and assistance to administrative/clerical staff assigned to divisions or work units within the department to ensure uniform and cooperative work efforts. Maintains confidentiality of departmental documentation and issues
•Provides secretarial/administrative support to management and staff of assigned department/division; relieves management staff of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action/response; records dictation; types, composes, types, edits, or proofreads correspondence on behalf of management staff; records and/or transcribes correspondence, statements, minutes, or other information; keeps management informed of significant matters, messages, documentation, or other information.
•Maintains calendar/schedule of activities for assigned department/division; schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis and notifies parties involved of changes.
•Proficient in software applications such as Microsoft Word, Excel, and PowerPoint.
•Generates and maintains rental reports, documents, and logs; conducts file maintenance, and processes rental requests for multipurpose rooms, athletic and multipurpose fields, and pavilions; maintains records of rental applications and permits; conducts financial operations for rentals.
•Maintains file system of various files/records for the assigned area; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention.
•Research, compiles, and/or monitors administrative or statistical data pertaining to department operations; summarizes data, performs routine data analysis, and prepares reports; conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.
•Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; responds to requests for service/assistance; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays calls/messages via two-way radio.
•Processes documentation for the department pertaining to financial reports and bookkeeping, purchase orders and requisitions, accounts receivable, personnel / payroll functions, monthly reports, and other administrative processes; creates invoices and forms; research discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; maintains files and records.
•Assists management with budget planning and monitoring expenses enters budget data into computer; assists with budget preparation; monitors expenditures to ensure compliance with approved budget; prepares bank deposits; coordinates internal accounting activities; maintains current balances for general ledger accounts.
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