Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
This is the first and entry level of the Administrative Support series. Incumbents perform administrative support functions such as reception and customer service work to provide general information and service to clients and visitors; prepare, sort and distribute mail; file records and documents; perform and review data entry and information; set up work files; develop and maintain tracking lists; schedule facilities; take and post payments; prepare forms, letters, and reports using established procedures; and maintain an inventory of supplies and materials.
JOB CLASSIFICATION
Non-Exempt, Non Safety Sensitive
DISTINGUISHING CHARACTERISTICS
Incumbents perform the basic and less complex administrative support functions for a department, division or supervisor. Incumbents perform and/or coordinate administrative and general office functions of a routine nature which require an understanding of the assigned department, division, or supervisor’s responsibilities and preferences. Incumbents operate within well-established guidelines and standardized procedures; assignments are received in the form of results expected, due dates, and general procedures to follow; performs basic computer applications including word processing and spreadsheets.
SUPERVISION RECEIVED AND EXERCISED
Receives supervision from Deputy Police Chief Special Teams.
PRIMARY DUTIES--The following are examples of primary duties assigned to positions in this classification. Other related duties and responsibilities may be assigned.
1. Perform reception and customer service duties; answer the telephone; greet visitors; screen and route telephone calls; provide information on department or division operations and activities; accept monies, documentation and information on behalf of the City; relay messages and provide information on City policies and procedures as required.
2. Type and proofread a variety of routine and standard documents, lists, and forms including general correspondence, standard reports, newsletters, brochures and memoranda from rough draft, standard formats, or verbal instruction; make routine updates to website information; prepare packets of information; disseminate information as appropriate.
3. Enter data into a computer from a variety of sources including accounting, payroll, standard statistical, activity and related documents; input corrections and updates; verify data for accuracy and completeness; conduct inquires; complete report writing.
4. Participate in the maintenance of filing systems; review records for various information as requested; fulfill and document customer requests; scan, copy and file written and audiovisual materials.
5. Process the mail; receive, sort, and distribute incoming and outgoing correspondence and packages.
6. Collect and process over-the-counter or phone-in registrations, documentation and records for various City programs or permits; enter program information into automated system(s); verify and determine applicability and acceptance of information; disseminate information and records in accordance with rules and regulations.
7. Maintain and track office and equipment supplies and inventories; order supplies as needed; monitor operation of office equipment; schedule repairs as needed.
8. Collect, verify and reconcile deposits; compile routine reports; prepare and track data to be used in the creation of invoicing; assist with the processing of accounts payable and purchasing card transactions.
9. Schedule functions such as meetings, workshops, events, and training for assigned area; maintain function calendar; order materials, supplies and refreshments; set-up and arrange facilities.
10. Perform other duties of a similar nature or level.
QUALIFICATIONS
Knowledge of:
Modern office technology and equipment, including computers and related software applications.
Reception and customer service procedures and principles.
Principles and procedures of record keeping.
English usage, spelling, grammar and punctuation.
General mathematics including addition, subtraction, division, and multiplication.
Ability to:
Perform office and clerical support duties and tasks.
Comply with Payment Card Industry (PCI) standards for handling and securing payment card information
Type at a speed necessary for successful job performance.
Learn the operations and activities of assigned department or division.
Respond to requests and inquiries from the general public.
Set up and maintain a variety of files and records.
Learn, understand and explain City policies and procedures.
Operate and use modern office equipment including computer and various software applications.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Experience and Training Guidelines:
Minimum Requirements:
Experience:
One (1) year of administrative support and/or customer service experience.
Training:
High school diploma or G.E.D.
Other combinations of experience and education that meet the minimum requirements may be substituted.
License or Certificate:
Some assignments in this classification require possession of, or ability to obtain, Notary Public Commission.
Some assignments in this classification require specialty certifications related to the area of assignment.
WORKING CONDITIONS
Environmental Conditions:
The classification is performed in the following working environment:
Office environment.
Physical Conditions:
The job is characterized by:
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
The following physical activities are very or extremely important in accomplishing the classification’s purpose and are performed on a daily basis:
While performing the duties of this job, the employee is required to sit for prolonged periods. The employee is regularly required to see, hear, talk, stand, twist and use repetitive motions in the conduct of work. The employee is also required to perform light lifting.