Temporary - Department Assistant IV - Planning

Any combination of education or experience equivalent to two years of progressively responsible office or secretarial work experience, which includes one year in a directly related job function.

Must acquire first aid certification within six (6) months of position appointment. 

Under general to limited supervision:  performs a variety of responsible, administrative-oriented office support work of a consequential nature involving complex procedural or specialized substantive tasks; operates one or more types of office or specialized equipment in conjunction with the work; applies substantial independent judgment and discretion, and is provided considerable latitude in making responsible decisions, resolving unusual problems, and interpreting extensive guidelines, regulations, and policies in order to complete the work; performs related work as required. The work assigned often requires expertise and background in a specialized field.  May monitor or coordinate the activities of others.

(Duties listed are representative of the types of tasks and functions performed by positions of this class of work.   Percentage of time and rank of importance of duties are not listed since both will vary by position and work location.)

ESSENTIAL FUNCTIONS: Using established operational guidelines, provides information on office policies and activities to the public and staff members on request; provides detailed responses to information requests about programs and activities of the department using available reference materials; schedules safety and training meetings, and required testing for the entire department, and  relays instructions and messages from a superior. Recommends new or revised departmental policies and procedures; coordinates and assists implementation of approved changes in policies and procedures affecting assigned function; updates affected policy/procedure manuals.

Performs varied office administrative tasks in relieving an administrator of important details; types a variety of materials, including reports for reproduction and distribution; organizes and maintains departmental files and records of a complex and confidential nature; such as ledgers, personnel records, databases, budget data and financial records; performs detailed research projects based on general data from an administrator; compiles supportive data for projects to aid the administrator in making decisions; performs follow-up action to assignments, independently.

Maintains a significant segment of office activity or function through independent responsibility; exercises considerable judgment and makes technical decisions in accordance with policies and practices of the department. 

Routinely delivers/picks-up mail or other documents to/from off-site locations. Acts in a safe, efficient and responsible manner, legally adhering to traffic laws, rules and regulations when driving/operating vehicles to perform required off-site duties.

Requires regular, reliable and punctual attendance.

Knowledge of modern secretarial practices and office principles, practices, and techniques; of the correct and effective use of grammar and general arithmetic; of the organization, functions, and activities to which the work relates; of public relations techniques.  Ability to understand and execute complex oral or written instructions, to anticipate departmental requirements; to apply ex­tensive or obscure guidelines to a wide variety of work situations; to express ideas clearly and concisely, orally and in writing; to establish and maintain effective working relationships with others; must be able to perform typing, and to operate various computer systems to perform word processing, spreadsheet and database work at an acceptable level of proficiency, as required by the position.

When driving as part of job functions, must be able to drive legally with precision, speed and safety. Ability to consistently work safely and in compliance with the federal, state and local regulations, laws, policies and standards; to recognize traffic hazards and other potential safety concerns; and to make sound decisions and actions while performing duties and/or operating vehicles. 

PHYSICAL DEMANDS: Work is performed primarily in an office environment while sitting at a desk or computer terminal for extended periods of time or while standing for a period of time.  Occassional to frequent driving/traveling to different locations. Frequently needs to move inside the office to access file cabinets, office machinery, etc. Constant use of both hands in reaching/ handling/grasping/keyboarding or other fine motor skills manipulation while driving and/or performing duties operating on computers. Occasional heavy work includes lifting and carrying up to 20 pounds. Occasionally ascends/descends stairs and ladders while maintaining balance. Constant use of all senses including feeling/talking/hearing/seeing while performing duties and while communicating with co-workers, general public and completing all tasks as assigned. Must be able to distinguish color and maintain long-term and short-term memory. May work in remote locations or in noisy work area.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

UNUSUAL WORKING CONDITIONS:  Frequent extension of work day to meet deadlines. Work generally performed in an assigned office within a building that is environmentally controlled.  Some positions may come in contact with the public who may be irate, upset or otherwise emotionally distressed.  Requires routinely driving and/or traveling to a variety of locations for mail/document pick-up and delivery; to perform duties and/or to attend off-site meetings.

Salary : $20 - $24