Job Description

Education and Experience: High school diploma or equivalent. Two years continuing education in secretarial science, records management, business, or closely related field preferred. Three years of experience is necessary to gain full knowledge of general office practices, procedures, and equipment or any equivalent combination of education, training, and experience which provides the required knowledge, skills, and abilities.

Knowledge: Office administrative and secretarial practices and procedures, such as business letter writing and the operation of standard office equipment, including a word processor and personal and networked computers. Microsoft Word required, Excel, Access, PowerPoint, and Laserfiche records management preferred. Recordkeeping, report preparation, filing methods and records management techniques. Correct English usage and excellent communication skills, both verbal and written. Standard business arithmetic, including percentages and decimals. Project management procedures and techniques. Principles and practices of general budgeting and accounting.

Skills: Using Microsoft Word, Excel, Access, and PowerPoint. Superior proofing, analytical, and reading comprehension skills. Customer service/interpersonal skills. Organizing and prioritizing tasks and maintaining filing and recordkeeping systems. Mathematical skills for accounting and recordkeeping purposes.

Mental and Physical Abilities: Ability to concentrate and pay close attention to detail. Ability to comprehend documents and reports and ascertain the key points and issues of importance within the material for records management processes. Ability to receive and follow both oral and written instructions. Ability to work independently and apply sound judgment when resolving problems and complaints. Ability to interpret, apply, and explain departmental policies and procedures. Ability to maintain confidential nature of the work. Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lb.) 5-10% of work time. Ability to maintain regular, predictable and punctual attendance.

Additional Information: Final candidates may undergo typing and spelling skills assessments.

DUTIES AND RESPONSIBILITIES: Types and composes confidential and specialized letters, memos, charts, reports, minutes, agendas, or other types of documents and correspondence. Responsible for learning file coding and management procedures. Compiles and verifies complex and/or technical information for processing; prepares reports, charts or tables from general specifications; researches and assembles a variety of data from office records for incorporation into various reports. Serves as staff support for various special interests, projects, and/or events; answers and processes open record inquiries and requests from the public and other departments; types and prepares information such as reports and minutes; organizes and coordinates assigned projects' logistics and resources to meet all deadlines and maintain quality. Prepares progress, statistical, and narrative reports. Processes both routine and complex transactions for a specialty area within the department. Maintains and monitors manual and/or computerized recordkeeping systems; prepares statistical and summary reports. Maintains manual and digital filing systems. Attends meetings and records and types minutes as needed. Manages the City's Action Center; answers the telephone, screens and routes inquiries to proper departments for a response to caller. Provides public with general information regarding City services and responds to general public requests. Represents the department in a courteous, tactful, and helpful manner. Photocopies and scans a variety of documents, correspondence, forms, etc. Serves as lead worker in Central Files area and the Action Center to subordinate clerical personnel.

WORKING CONDITIONS: Work is performed in a normal office environment.