Job Summary

This position works 40 hours per week.
This position specialized support activities for programs or sections, such as payment vouchers; payroll; maintain/manipulate complex computer databases and files; screen and distribute complaints; setup meetings, conferences and schedules. The position allocated to this class is the second level of a three level office support classification series.

Examples of Duties

• Answers incoming calls; takes messages as appropriate; directs caller to correct individual.
• Receives and resolves or refers citizen complaints to appropriate authorities.
• Types legal documents, letters, narrative and statistical reports, minutes, agendas, contracts, bids, etc. using typewriter or word processing program.
• Proofreads and corrects drafts for grammar, punctuation, spelling, and format.
• Takes dictation and/or transcribes from tapes and answers correspondence.
• Compiles data based on research techniques and on statistical compilations which require an understanding of department programs, policies and procedures.
• Drafts financial, statistical, narrative, and/or other reports as requested.
• Follows up on actions of a court, committee, board, etc. to ensure that decisions are implemented, documents are prepared and appropriate parties notified.
• Resolves errors by researching causes and/or remedies which may require contacting the public, vendors or public and private agencies, groups or individuals.
• Maintains filing systems by deleting, purging and destroying records in accordance with established procedures.
• Takes and transcribes minutes and/or records hearings and meetings; prepares and distributes follow up materials.
• Receives work from various sources and reviews and/or processes it for administrative use.
• Organizes, prioritizes and coordinates production into a usable form for management’s analysis, review and/or release.
• Provides the public or other clients with information and/or policy and procedure guidelines regarding a wide variety of issues requiring the highest degree of tact, judgment and confidentiality.
• Responds to public inquiries in a courteous manner; answers inquiries in person and in written correspondence.
• Reviews for completeness, accuracy or eligibility a variety of routine documents such as correspondence, application or claim forms, agreements and permits.
• Schedules appointments, meetings, interviews, and/or rooms; makes travel or event arrangements; handles conference or event registrations.
• Processes and/or enters data or information in computer system; computes fees and issues relevant forms within statutory or office policy limitations; receives and issues receipts for payments for licenses, permits, services, etc.
• Records documents; prepares documents for recording identifying and logging key items for document recall; logs and tracks submitted and returned documents.
• Prepares payment invoices, performs data entry and generates payment vouchers; reconciles statements and vendor invoices.
• Performs payroll duties such as time and wage computation and leave accrual and usage; prepares personnel action forms; orders departmental and office supplies; prepares vouchers and makes purchases.
• Maintains stockroom including ordering, restocking inventory, bookkeeping, and bill paying.
• Prepares legal mailings/certifications as required by state and local laws; prepares letters and supporting documents for Board, Committee, or Hearing Body agenda items; arranges for meetings, conferences and hearings.
• May assign, instruct and check the work of others on a regular and on-going basis.
• In addition to the duties listed, individuals in this classification may also perform the duties of the lower level Office Technician classification series.
• Performs other related duties as required/assigned.

Minimum Requirements

• High School Diploma or GED equivalent.
• Three (3) years of general office or related specialty work experience.
• May substitute coursework or training in office practices, secretarial science or other related areas for up to two (2) years of the required work experience.

Selection Factors

• Knowledge of grammar, spelling and punctuation.
• Knowledge of file maintenance techniques.
• Knowledge of customer service techniques.
• Knowledge of terminology, and basic procedures in area of assignment.
• Knowledge of phone etiquette.
• Knowledge of modern office practices and procedures.
• Skilled in communicating effectively both orally and in writing, sufficient to exchange or convey information and to give and receive work direction.
• Skilled in establishing and maintaining effective working relationships with co-workers, supervisors, officials and the general public.
• Skilled in creating and maintaining filing systems.
• Skilled in answering phones and greeting visitors.
• Skilled in applying customer service techniques.
• Skilled in preparing technical reports.
• Skilled in performing basic mathematical calculations.
• Skilled in using office equipment such as phones, copiers, calculators and fax machines.
• Skilled in using computer and related software applications.
• Skilled in advanced word processing.
• Ability to handle interruptions efficiently and effectively.
• Ability to assign and check the work of others.
• Ability to research and prepare technical reports.
• Ability to follow work direction.