Job & Business Opportunities

Job Summary

This classification is primarily responsible for performing a variety of the more complex administrative and office support tasks in several of the following areas: Information Tracking, Recording and Reporting; Reception and Information Services; Document and Correspondence Preparation; Calendar/Meeting/Mail Management and Support; Records Maintenance; Payroll/Supply/Materials Support; and Miscellaneous Duties. This is the journey, fully trained level within this series; incumbents are expected to be fully competent to independently perform the full range of duties. Work mainly involves performing prescribed tasks in a somewhat predictable order. Exceptions are regular but are carried out according to pre-determined policies or procedures.

Supervision

Supervision Received
This class works under general supervision, wherein the assigned duties require the exercise of judgment or choice among pre-established actions, sometimes without clear precedents and with concern for the consequences of the action. The employee may or may not work in close proximity to his/her supervisor.

Supervision Exercised
This class may provide indirect supervision to lower level personnel.

Distinguishing Characteristics

N/A

Essential Functions

A. Information Tracking, Recording and Reporting
Duties may include:
Enter departmental data and records into automated information systems via manual, scanned, or other method. Keep status reports and log on recorded information and records. Maintain indexes and lists of recorded information for use by District personnel. As needed, track and report on special information. Utilize application programs to chart and display recorded information for inclusion in reports. Prepare monthly and quarterly reports, gathering and summarizing information as required. Pick up and deliver documents as part of departmental information tracking and recording systems. Download, categorize, and file electronically information required. Track progress of departmental projects. Perform math checks as requested. Other duties as assigned.

B. 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 as authorized. Greet public and provide general information or determine referrals. Generate standard responses verbally, in writing, or electronically to public requests for information. Other duties as assigned.

C. Document and Correspondence Preparation
Duties may include:
Prepare and/or edit written documents as requested. Assist with preparation and editing of issue papers. Format draft correspondence into approved District formats. Prepare memos to personnel on department matters. Review and research issues such as complaints, customer inquires, etc., in order to determine appropriate drafting of responses. Prepare letters and correspondence related to departmental function. Proofread, edit, and format and revise documents based upon input of others and based upon knowledge of grammar, punctuation, style, etc. Prepare attachments, addendums, exhibits, etc. for inclusion with documents and correspondence. Prepare written documents from verbal direction, dictation, or other non-written draft. Assist in preparation of monthly briefings and reports. Provide filing and retrieval of departmental written correspondence. Print, copy, and compile document information packets. Other duties as assigned.

D. Calendar/Meeting/Mail Management and Support
Duties may include:
Attend various inter- and intra-department committees, interfacing with other internal staff and taking minutes or notes. Schedule appointments and make arrangements for meetings, conferences, and travel. Maintain and update schedules and meeting reports. Prepare information meeting packets, agendas, etc. Open, date, review, and route mail to appropriate departmental personnel. Review and purge calls from departmental voicemail system. Distribute meeting agendas, minutes, comments, etc., via manual and electronic methods. Other duties as assigned.

E. Records Management
Duties may include:
Prepare department file and record keeping systems. Remove, copy, merge, or purge documents from records. Gather documents from storage or via e-mail requests. Maintain file documents in proper sections and formats. Update and maintain department record system as necessary. Copy and distribute file documents as required. File hard-copy documents. Other duties as assigned.

F. Payroll/Supply/Shipping Support
Duties may include:
Review timesheets prior to data entry into system, and enter into system. Create schedules for department personnel using automated systems. Process, copy, and distribute wage adjustment forms to correct payroll. Enter corrections into payroll system. Monitor and dispense department petty cash forms. Record entries. Order departmental office supplies. Inventory department supplies and monitor. Review departmental invoices and reconcile with orders. Enter invoices into automated system. Set-up and maintain any recurring payment processes in department with Finance. Provide benefit and payroll information to department employees. Other duties as assigned.

G. Miscellaneous Department Processes
Duties may include:
Process work orders and other requests for departmental personnel. Photocopying, faxing, scanning, and e-filing of miscellaneous departmental documents. Arrange for or coordinate training courses for departmental personnel. Update and maintain master departmental documents, policies, procedures, etc. Operate other office equipment such as camera, audio recording device, slide projector, etc. Other duties as assigned.

Job Demands

Physical and Mental Requirements:
(1) Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting. (2) Lifting: frequently up to 10 pounds; occasionally up to 25 pounds. (3) Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision. (4) Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching. (5) Hearing/Talking: frequent hearing and talking, in person and on the phone. (6) Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone. (7) Environmental: frequent exposure to noise.

Knowledge and Abilities

Required Knowledge of:
Word processing techniques and methods.
Basic to intermediate Excel spreadsheet techniques and methods, including macro creation.
Record keeping and filing methods.
Basic statistical analysis.
Methods and techniques of filing, tracking, recording, and presenting statistical data.
Practical application of computers and peripheral equipment.
English grammar, punctuation, spelling, and usage.
Standard office machine usage.
General methods of tactful public communication.

Required Ability to:
Word process at least 50 wpm.
Prioritize and deal with conflicting workload requirements.
Handle all internal and external contacts with courtesy, diplomacy, and tact.
Read and interpret District policies, professional journals, technical publications, and government regulations.
Write reports, business correspondence, and procedure manuals.
Effectively present information and respond to questions from groups, managers, customers, and the general public.
Work well with others.
Deal with difficult people and situations.
Learn District and departmental operating policies, procedures, systems and methods.
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.

Required Computer Skills with:
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
Three years prior general office experience.

Required Education
High School diploma or equivalent.