Job & Business Opportunities

Job Summary

This classification is primarily responsible for performing a variety of routine 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; and Payroll/Supply/Materials Support; and Miscellaneous Duties. 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. 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. Assist in preparing monthly and quarterly reports, and 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. Other duties as assigned.

B. Reception and Information Services
Duties may include:
Receive and screen phone calls, visitors, etc. 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. Assist public with completion of District forms, and applications, as requested. Other duties as assigned.

C. Document and Correspondence Preparation
Duties may include:
Process department forms or packets for outgoing mail and shipping. Prepare and edit written documents as requested. Mail forms or applications to customers and vendors. Format draft correspondence into approved District formats. Prepare memos to personnel on department matters. Assist with preparation of attachments, addendums, exhibits, etc. for inclusion with documents and correspondence. Assist in preparation of monthly briefings and reports. Provide filing and retrieval of departmental written correspondence. Print, copy, collate, and compile document information packets. Other duties as assigned.

D. Calendar/Meeting/Mail Management and Support
Duties may include:
Schedule appointments and make arrangements for meetings, conferences, and travel. Maintain and update schedules and meeting reports. Provide email reminders to staff as required. 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, and comments, via manual and electronic methods. Other duties as assigned.

E. Records Management
Duties may include:
Remove, copy, merge, or purge documents from records as instructed. Gather documents from storage or via e-mail requests. Maintain file documents in proper sections and formats. 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 systems as requested. Enter invoices into automated system as required. Other duties as assigned.

G. Misc. Department Processes
Duties may include:
Process work orders and other requests for departmental personnel.
Photocopying, faxing, scanning, and e-filing of miscellaneous departmental documents. Operate other office equipment such as camera, audio recording device, and slide projector. 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 and systems.


• 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.

• Word process at 40 wpm.


• Prioritize and deal with conflicting workload requirements.


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


• 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.


• Explain information to others.


• Use multi-line phone system and telephone etiquette.

• 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:
One year prior general office experience.

Required Prior Education:
High School diploma or equivalent.