Job & Business Opportunities

Job Summary

This classification is primarily responsible for performing a variety of routine administrative support tasks in the following areas: Department-Specific Processing, Information Tracking and Recording; Reception and Information Services; Document and Correspondence Preparation; and Calendar/Meeting Management and Support. Typically at least 40% of work is performed in Department Specific Processing function. This is the entry-level classification in this series, and is typically the trainee level. Work mainly involves performance of prescribed tasks in predictable order with minimal exceptions to standard procedures.

Supervision

Supervision Received: This class works under immediate supervision, wherein the employee works in the presence of his/her supervisor or in a situation of close control and easy reference. Work assignments are given with explicit instructions and are so routine that few, if any, deviations from established practice are made without checking with the supervisor.

Supervision Exercised: This class does not supervise.

Distinguishing Characteristics

N/A

Essential Functions

A. Department-Specific Processing
Duties may include:
Collect, enter, track, and process department-specific information, such as applications, work or repair orders, employee requests, and vendor applications. Review information for completeness; may collect additional information utilizing a prepared questionnaire. Maintain files, records, reports, and logs related to process. Forward processed applications and requests to appropriate department personnel. Communicate with customers and employees regarding application and request status. Review, research, and download additional required information to process specific applications/requests. Other duties as assigned.

B. Information Tracking, Recording, and Report Preparation
Duties may include:
Enter data and records into automated information systems. Keep status reports on recorded information and records. Maintain indexes and lists of recorded information for use by District personnel. Assist in preparation of monthly and quarterly reports, gathering and summarizing information as required. Other duties as assigned.

C. Reception and Information Services
Duties may include:
Receive and screen phone calls and visitors for the department or unit. Answer routine questions and obtain and furnish information to save the supervisor time. Document calls as received and notify party or parties as appropriate. Other duties as assigned.

D. Document and Correspondence Preparation
Duties may include:
Prepare and edit letters and correspondence related to departmental function. Assist in preparation of monthly briefings and reports. Other duties as assigned.

E. Calendar/Meeting Management and Support
Duties may include:
Attend various inter- and intra-department committees, interfacing with other internal staff. May take notes or minutes. Schedule appointments and make arrangements for meetings, conferences, and travel. Other duties as assigned.

Job Demands

Physical and Mental Requirements:

• Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting.


• Lifting: frequently up to 10 pounds; occasionally up to 25 pounds.


• Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.


• Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.


• Hearing/Talking: frequent hearing and talking, in person and on the phone.


• Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.


• Environmental: frequent exposure to noise.

Knowledge and Abilities

Required Knowledge of:

• Record keeping and filing methods.


• Practical application of computers and peripheral equipment.


• English grammar, punctuation, spelling, and usage.


• Standard office equipment usage.


• General methods of tactful public communication.

• Word process at 40 wpm.


• Prioritize and deal with conflicting workload requirements.


• Handle all internal and external contacts with courtesy, diplomacy, and tact.


• Learn District and departmental operating policies and procedures.


• Learn departmental systems and methods, tasks, and procedures.


• Speak clearly and communicate messages to appropriate individuals.


• Organize information clearly and precisely.


• Perform basic mathematical calculations, including ratios and percentages.


• Apply customer service skills, representing the District in a positive way while working with the public.


• Accurate note and minute taking for written summary of meeting.


• Learn SAP system processes related to department and job.


• Extract statistics and written information from reports and transfer to other documents.


• Explain information to others.


• Use multi-line phone system and telephone etiquette.


• Work well with others.

• Common word processing software.


• Common spreadsheet software.


• Common database applications.


• Accounting or operations software functionality.


• Email, contact management, and scheduling software.


• Project management software.


• Presentation software.

Minimum Qualifications — Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Required Prior Experience:
Four years of experience performing increasingly responsible clerical, administrative, or office support work.

Required Prior Education:
An Associate’s Degree in Business Administration or closely related field. An additional three years of qualifying experience may substitute for the required education.