JobDescription


Job No:	635	Band / Level:	GRADES NON-EXEMPT - B
FSLA Status:	Exempt	FT / PT / Seasonal:	Part-Time


Positions for Job 635
Position		Department	Cost Center	Reports To
Administrative Assistant, Facilities PTC	1185	City Manager	Facilities Mgmt & Operation 1270	Director, Facilities	684

Summary

Performs a variety of administrative support duties. Types routine to complex correspondence, reports and other documents. Receives and processes purchase orders and invoices. Routes agreements/contracts, creates sales tax exemption certificates and reviews certificates of insurance. Establishes and maintains manual and computerized files, records, and logs. Answers questions and provides information. Answers phones and utilizes Help Desk ticketing system to enter support tickets as needed. May have various technical duties assigned.

Duties and 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.

Routes agreements, creates sales tax exemption certificates and reviews insurance certificates.

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.

Processes personnel, payroll and purchasing information; order and maintain office supplies; and reconcile invoices.

Performs miscellaneous and general office duties as needed.

Receives, sorts, and distributes mail for the Facilities Management & Operations Division.

General Qualifications

EDUCATION & SPECIAL LICENSE(S)/CERTIFICATIONS:

Basic education which includes courses in typing, basic mathematics, bookkeeping, and operation of office machines and personal computers (word processing, spreadsheets, and presentations) or an equivalent combination of education and work experience.

To comply with Kansas Criminal Justice Information System security requirements, must be at least 18 years of age.

EXPERIENCE:

Two to three years administrative and clerical experience including use of PC.

SKILLS:

Analytical skills, including research skills, ability to interpret data, ability to conceptualize, ability to analyze information, and ability to write formal recommendations based on findings.

Attention to detail.

Basic mathematical and accounting skills.

Computer software
- spreadsheet skills.

Computer software
- word-processing skills.

Human Relations/Interpersonal skills.

Written and oral communication skills.

MENTAL REQUIREMENTS:

Ability to meet deadlines.

Diplomacy and judgment.

Ability to recognize and protect confidential information.

Ability to prioritize multiple tasks.

Ability to carry out assignments through oral and written instructions.

Ability to work in a hectic environment with many interruptions.

Ability to learn and understand PC software applications.

Alpha and numeric recognition.

Organizational skills.

PHYSICAL REQUIREMENTS:

Ability to make and receive phone calls.

Hand and eye coordination adequate to input computer and typewriter.

Ability to lift 20 lbs. and transport 50 feet.

Visual stamina and acuity adequate to review alpha/numeric data and to spend long periods looking at computer screens.

SUPERVISORY RESPONSIBILITY (Direct & Indirect):

None

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.