ESSENTIAL FUNCTION STATEMENTS--Essential and other important responsibilities and duties may include, but are not limited to, the following:
Essential Functions:
Perform a variety of responsible, complex and confidential secretarial, administrative and technical support duties for the department director or City Manager and their administrative staffs including but not limited to: independently composing, compiling, proofreading and editing through word processing or typing a wide variety of comprehensive and confidential correspondence, staff reports, agendas, minutes of meetings, letters, memoranda, statistical reports and related documents as assigned; typing from rough drafts or verbal instruction; completing general clerical and filing work; serving as recorder at various meetings; and taking and transcribing notes and dictation.
Provide responsible staff assistance and support to the department director or City Manager and their administrative staffs in a wide variety of department operations including but not limited to the Emergency Operations Center; perform special projects and assignments as requested.
Perform a variety of customer service activities for individuals, public and private groups, organizations, and other City departments including but not limited to; receptionist duties; screening and routing telephone calls; greeting individuals in the administrative area; responding to inquiries and requests for information; referring inquiries as appropriate; and providing information within the specific area of assignment as appropriate within legal and City standards.
Receive, sort, and distribute incoming mail; may act as Notary Public as required.
Maintain and order office, paper stock, and stationary supplies.
Maintain a calendar of activities, meetings, and various events for the department director or City Manager and their administrative staffs; arrange meetings and make appointments for the department director or City Manager and their administrative staffs; complete or assist with the preparation of staff reports and special projects; coordinate projects and events with the public and outside agencies; follow-up on assigned projects to meet deadlines.
Assist in the preparation, maintenance, and updating of organizational manuals for all personnel; develop, create, and update forms, pamphlets, polices, procedures, and reports.
Serve as custodian, maintain and audit a wide variety of records, files and logs, including confidential and personnel files; maintain and audit confidential personnel and administrative review files in accordance with legal and City standards; conduct periodic review/purging of files in compliance with the City’s Records Retention Schedule.
Assist in the preparation and coordination of recruitment materials and the recruitment process for department staff; perform personnel functions and assist as directed in the interview and hiring process for department staff.
Operate various office equipment including computer and supporting word processing and spreadsheet applications, photocopier, postage meter, fax machine, and shredder.
Review, research, and summarize a variety of fiscal, statistical and administrative information including the preparation of related reports, newsletters, correspondence, memoranda, and forms; perform computer and hand data entry; maintain and retrieve data from various files.
May assist in budget preparation, monitoring, evaluation, and control.
Monitor expenditures and purchasing activities; prepare purchase orders; receive and record invoices and fees; coordinate and maintain cost recovery programs as required.
Review and prepare payroll for processing; monitor overtime usage; retain and monitor payroll records; submit appropriate documentation to initiate applicable payroll and salary changes for personnel.
Organize and coordinate community programs as directed.
Maintain cooperative relationships with staff, members of private and other public agencies, and members of the public.
Participate in training exercises and classes as directed.
Perform related duties and responsibilities as required by the department director or City Manager and their administrative staffs to meet the needs of the department and the community.
Carry out duties and responsibilities in compliance with appropriate federal, state, county, City laws and ordinances and City personnel rules without bias, favoritism, or prejudice.
Responsible for self-compliance with regulations, policies and procedures.
Accept responsibility and exercise reasonably appropriate discretion in matters not specifically defined or described in the department regulations, policies, procedures, and job description.
Consistently demonstrate exemplary courtesy, initiative, diligence, truthfulness, attention to duty, and observance of proper personal discipline in accordance with City standards.
Assist with the onboarding/offboarding process, prepare files and forms for new and separating employees.
Maintain personnel files including organization, filing, auditing, and destruction when appropriate.
Processes required paperwork for employee salary increases, terminations, and other related employment matters.
Provide clerical support assembling materials, drafting and sending notices, disseminating recruitment and benefit information, processing applications, maintaining personnel database, proctoring tests, and notifying applicants of application status.
Assists with recruiting efforts including managing applicant tracking database, and maintaining up-to-date eligibility lists.
Ensures that accurate and concise benefit information and material is available for employees; Answers employee questions regarding their benefits and assists them in filing appropriate forms to make enrollment and status changes.
Assists with COBRA and FSA administration.
Assist with the submission and filing of workers compensation claims, coordination of doctor's appointments, and return to work for workers compensation injuries.
Assists in coordinating and conducting required and suggested employee training.
Ensure that employee evaluations are submitted in a timely manner; maintain evaluation files; verify personnel/salary information as requested by Department Directors or Supervisors.
Answers inquiries and advises or assists internal and external customers by phone, in person, and in writing; educates employees and supervisors on personnel rules, policies, and procedures.
Administers the City's random drug testing program.
Responds to questions related to benefits administration including retirement and deferred compensation plans.
Coordinates and participates in job fairs.
Prepares conditional and final offer letters; coordinating compensation recommendations with Human Resources Officer as needed.
Coordinates pre-placement physical examinations.
Assists departments with reference and background checking.
Performs other related duties as assigned.
Knowledge of:
City and department activities, programs, policies and procedures as reasonably required by the specific assignment.
Basic verbal and written English language and grammar to be able to reasonably communicate information with the public and/or complete relevant written documentation required by job activities.
Basic reasonably necessary supervisory principles and practices.
Basic operations, services and activities of a comprehensive and contemporary department as reasonably required by the specific assignment.
Methods, techniques and etiquette of effective customer service on telephones and in person.
Methods and techniques of effective conflict resolution.
Modern office procedures, methods and equipment including computers and supporting word processing and spreadsheet applications, E-mail, voice mail, and Internet.
Techniques of business letter writing and basic report writing practices.
Principles and procedures of record keeping, filing and data retrieval.
Basic mathematical principles reasonably necessary to perform budgetary functions and practices.
Relevant laws, rules and regulations governing the confidentiality, retention and release of information contained in police and fire reports and personnel documents.
Relevant federal, state and local laws, codes and regulations.
Ability to:
Perform responsible and difficult confidential secretarial or administrative tasks involving the exercise of reasonable and appropriate independent judgment and personal initiative.
Understand the organizational and operational structure of the assigned department, other City departments and outside private and public agencies as reasonably necessary to perform the assigned responsibilities.
Assist with the set-up of an Emergency Operations Center (EOC) in the event of a major incident.
Interpret and apply administrative and departmental policies and procedures.
Supervise any subordinate staff and volunteers.
Independently prepare appropriate correspondence and memoranda.
Enter data in a computer and/or typewriter at a reasonable speed necessary for successful job performance.
Remain calm under potentially stressful conditions.
Interact effectively with a wide variety of persons under potentially stressful, hostile, and antagonistic conditions.
Determine information to be released to the public as appropriate within legal and City standards.
Maintain accurate records, logs and files.
Operate office equipment including computers and supporting word processing and spreadsheet applications, fax machines, printers and photocopiers.
Respond tactfully, clearly and concisely to requests and inquiries from the public, news media and other agencies on sensitive issues in the designated area of responsibility with correct and appropriate information.
Effectively handle and prioritize multiple tasks simultaneously and meet critical deadlines.
Work independently in the absence of direct supervision.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading, writing and operating assigned equipment.
Maintain physical condition appropriate to the performance of assigned duties and responsibilities.