Performs multiple clerical duties as assigned by the Department Head or designee.This position is classified as a non-exempt, full-time position with a 40 hour work-week.Essential Functions:
* Utilizes a full range of modern secretarial skills to perform clerical duties, operation of word processing equipment, micro-computers, fax machine, typewriters, and other office equipment.
* Creates new files and organizes files according to the department's established policies and procedures; retrieves and assembles material from files.
* Opens and distributes mail; maintains control of correspondence flow through the department and assures that response deadlines are met.
* Composes correspondence or selects standardized formats; prepares a variety of reports, memos, correspondence, documents, and requisitions.
* Files documents for the Department according to departmental procedures.
* Maintains an organized, neat and efficient filing system.
* Performs back-up coverage for receptionist during relief periods; answers phone, takes messages and/or directs customers to the appropriate department.
* Retrieves information and documents from files at the request of department personnel.
* Performs any other duties as directed by the supervisor.
* Prepares inventory and logs documents for safe off-site storage.
* Receives visitors and screens telephone callers; acts as receptionist and answers requests for information involving department, division or section activities and established policies and procedures.
* Takes and transcribes dictation as required, performs data entry, prints reports as instructed.
* Sets up meeting rooms, organizing refreshments for meeting and events.
* May be required to run City related errands as instructed by supervisor.
* Retrieves information or data from internet or other sources as instructed.
* Files correspondence, invoices, cards, records, and reports.
* Process registration forms and deposits.
Additional Duties:
* Performs other related work as required.
MINIMUM EDUCATION AND TRAINING
* A High School Diploma or a GED equivalent.
* One year of general secretarial experience.
* Must possess a valid drivers license with an acceptable driving record.
MINIMUM QUALIFICATIONS AND STANDARDS REQUIRED
Knowledge, Skills and Abilities:
* Must be fluent in spoken and written English.
Ability to communicate in Spanish is a plus.
* Must be computer literate with knowledge of Microsoft Word, Excel, Power Point and other similar programs.
* Ability to prepare and/or process purchase orders.
* Ability to use small office equipment, including copy machines or multi-line telephone systems.
* Ability to use computers for data entry.
* Ability to use computers for word processing and/or accounting purposes.
* Must be a non-smoker.
* The minimum requirements may be waived by the City Manager.
Physical Requirements:
* Ability to speak and express ideas by means of the spoken word.