Job & Business Opportunities

Job Summary

This classification is primarily responsible for performing tasks in the following areas: Information Tracking and Reporting; Reception and Information Services; Calendar/Meeting Management and Support; Document and Correspondence Preparation; Supervisory/Administrative; Payroll/Invoice/Supply support. This is the advanced journey, highly specialized and/or lead level within this series, responsible for the most complex assignments. Some positions may perform full supervisory duties but do not do so for a preponderance of time. Work mainly involves the review of information, including summarization, analysis, interpretation, and re-presentation in a different format.

Supervision

Supervision Received: This class works under direction, wherein the employee receives general instructions regarding the scope and approach to projects or assignments, but procedures and techniques are left to the discretion of the employee.

Supervision Exercised: This class may provide direct and/or indirect supervision to lower level personnel; however, this supervisory responsibility is not the primary purpose of the class.

Distinguishing Characteristics

N/A

Essential Functions

A. Information Tracking and Reporting
Duties may include:
Compile and update revisions to departmental calendars and Board Action Calendar. Receive, open, distribute mail. Use system to track upcoming meetings and due dates for assignments. Other duties as assigned.

B. Reception and Information Services
Duties may include:
Assist in handling phone inquiries from members of the public and District
employees. Meet and greet persons from the outside attending District meetings. Answer questions and provide information to staff and the public. Other duties as assigned.

C. Calendar/Meeting Management and Support
Duties may include:
Monitor and revise calendar for management and or departmental staff.
Schedule meetings; arrange and schedule meeting rooms; prepare event set-up notices when needed. Order and arrange payment for food delivery. Review meeting agendas and processed minutes. Duplicate information packets or delegate as appropriate. Attend meetings, taking notes or minutes as requested. Other duties as assigned.

D. Document and Correspondence Preparation
Duties may include:
Prepare letters, memos, and report materials for department staff on various subjects. Review outgoing documents, letters, and forms for accuracy and completeness. Prepare registration materials for conferences; make travel arrangements. Prepare, edit, and review data for documents, proposals, bids, and purchase orders. Research and resolve difficulties with document preparation. Ensure that time-sensitive documents are given appropriate priority. Assist in set-up of advanced word-processing departmental tasks. Other duties as assigned.

E. Supervisory/Administrative
Duties may include:
Coordinate, prioritize, and assign work projects to staff. Monitor and review work assignments. Monitor workflow of department to ensure proper workload of all staff. Prepare performance evaluations for subordinates. Provide guidance on District policies and procedures. Provide updates/revision to clerical procedures. Encourage and recommend training and development of staff. Other duties as assigned.

F. Payroll/Supply/Shipping Support
Duties may include:
Collect/assemble timesheets from staff members as requested. Enter timesheet data using payroll software. Resolve timesheet errors. Prepare timesheet edit report; review report for accuracy against individual timesheets and signature by department manager or executive management. Submit signed payroll to the Finance/Payroll Department for processing. Receive and process invoices/billings. Research billings for proper purchase order number, cost center, and general ledge number. Enter billing information into software for payment. Monitor and requisition office and other supplies for department. 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.


• Methods and techniques of filing, tracking, recording, and presenting information.


• Practical application of computers and peripheral equipment.


• English grammar, punctuation, spelling, and usage.


• Standard office machine usage.


• Supervisory principles and methods.


• General methods of tactful public communication.


• SAP payroll software and various functions.

• Word process at 60 wpm.


• Prioritize and deal with conflicting workload requirements.


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


• Effectively supervise staff.


• Read and interpret District policies and procedures.


• Prepare and review letters, memos, and general correspondences.


• Effectively present information and respond to questions from the general public.


• Deal with difficult people and situations.


• Learn District and departmental operating policies and procedures.


• Learn departmental systems and methods.


• Learn department-specific tasks and procedures.


• Organize information clearly and precisely.


• Perform basic mathematical calculations.


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


• Accurately take notes and minutes for written summary of meeting.


• Learn SAP system processes related to department and job.


• Use multi-line phone system and telephone etiquette.


• Learn Board meeting calendar and schedule Board meeting dates.

• Common word processing software.


• Common spreadsheet software.


• Common database applications.


• Accounting or operations software functionality.


• Email, contact management, and scheduling 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 increasingly responsible clerical experience.

Required Prior Education:
A high school diploma or G.E.D.