RESPONSIBILITIES:
Types and proofreads a variety of routine to complex documents including general correspondence, reports, memos, letters, forms and statistical charts; types from rough draft, verbal instructions or recordings from one or more members of management or staff. Maintains division files.
Compiles data for statistical and financial reports; maintains a variety of statistical records; checks and tabulates basic statistical data; and prepares statistical reports.
Establishes, organizes and maintains filing systems which may include record keeping for various funds and expenditures; inventory records and other department and program files.
May attend meetings, take minutes and transcribe as necessary; coordinates and participates in the preparation and processing of agendas; ensures that staff reports are typed; ensures that agenda packet is complete; coordinates the duplication collation and distribution of agenda packets.
May review, process and issue permits; calculates and collects fee to be charged; and enters information into a work management system.
May process and track citizen requests for service in a work management system.
May act as a receptionist; answers telephone and waits on general public; provides routine and general information on departmental and City policies and procedures as required; refers telephone calls to appropriate department personnel.
May receive, sort and distribute mail.
May assist with building monitoring, access control and building maintenance schedules.
May maintain calendars and schedules of activities, meetings and various events; sets up meetings and appointments; coordinates activities with other City Departments, the public and outside agencies; coordinates travel arrangements; and ensures that meeting facilities are prepared.
May process personnel, payroll and purchasing information; order and maintain office supplies; and reconcile invoices.
May monitor and dispatch calls on two-way radio. Involves monitoring radios and answering incoming transmissions, transmitting pertinent information to field crews and relaying requests or other reports to other personnel or agencies as needed. Provides dispatching services as needed during emergency operations, including snow removal.
Performs miscellaneous and general office duties as needed.
The employee must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with subordinates, supervisors, customers, vendors and any other persons or organization with whom interaction is required to accomplish work and employer goals.
The employee must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.