CITY OF OVERLAND PARK - POSITION DESCRIPTION

Performs a variety of administrative support duties. Types routine to complex correspondence, reports and other documents. Receives and processes purchase orders and invoices. Compiles Information Technology Service Management (ITSM) data and prepares statistical reports. 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.

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 ITSM data for statistical and financial reports; maintains a variety of statistical records; coordinates IT Fixed Asset inventory review and reporting; 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; participates in the preparation of meeting agendas.

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 or enters support requests into Help Desk ticketing system.

Receives, sorts, and distributes mail for the Information Technology Department.

May assist with building monitoring, access control, and building maintenance schedules.

May assist in issuing and printing City Access Cards.

May maintain calendars and schedules of activities, meetings, and various events; sets up meetings and appointments; coordinates activities with other City Departments and ensures that meeting facilities are prepared.

Order and maintain office supplies; and reconcile invoices.

Review initial department time entry prior to Supervisor\Manager\Director approval.

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.

This is a full-time on-site position.

GENERAL QUALIFICATIONS

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:

Basic math and accounting skills.

Good oral and written communication skills.

Interpersonal skills.

Proficient typing and data entry skills.

Good listening skills.

May require shorthand or dictaphone skills.

Working knowledge of word processing, spreadsheets, email, and calendaring computer software applications.

MENTAL REQUIREMENTS:

Analytical skills.

Ability to prioritize multiple tasks.

Ability to work independently.

Ability to learn and understand PC software applications.

Diplomacy and judgment.

Organizational skills.

Ability to work in a fast paced environment with many interruptions.

Ability to comprehend and protect confidential and sensitive information.

Ability to Concentrate.

Alpha and numeric recognition.

PHYSICAL REQUIREMENTS:

Hand and eye coordination adequate to input computer, calculator and other office equipment.

Ability to make and receive phone calls.

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

Ability to lift items weighing up to 20 lbs.

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.