Pay Grade: 18 Dept: City Wide
Exempt: No Reports to: Dept/Div Head
Hours: 40 per week Date: October 2006
SUMMARY: Handles complex and routine assignments given by department/division head. Functions as departmental office manager and makes decisions based on departmental policies, procedures, and instructions.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Provides administrative services to surrounding departments.
- Prepares agendas, minutes and materials for meetings; special reports; proper bid documents for distribution; and purchase orders.
- Maintains records.
- Oversees office operation and stock purchases.
- Transcribes memos, letters, etc.
- Composes and transmits simple letters, memos, etc.
- Prepares annual evaluations and budget forms.
- Accesses, inputs, and retrieves information from a computer.
- Assigns work, approves leave forms, trains and provides support when needed.
Prepares legal documents.
Supervises clerical staff.
Performs special projects as assigned.
Handles time and attendance reports for employment department.
QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and /or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION/EXPERIENCE: High school diploma or possession of a general education degree (GED) required, preferably supplemented by business or management courses. A comparable amount of education, training, or experience may be substituted for the minimum requirements. Considerable experience is required in advanced clerical work.
LANGUAGE SKILLS: Ability to read and interpret documents such as financial reports, letters, and memos. Applicant must also be able to communicate effectively with current employees and the general public.
REASONING ABILITLY: Ability to apply common sense understanding to carry out instructions furnished in written or oral forms. Ability to work with a minimum amount of supervision and to think and act independently under general supervision. Initiative, tack, efficiency, and good judgment are required.
OTHER SKILLS AND ABILITIES:
- Knowledge of clerical office practices and procedures.
- Ability to operate and communicate with computer, fax machine, copier, and multi function telephone.
- Ability to greet the public in a pleasant manner, and relay important information in a timely manner.
- Considerable knowledge of standard office terminology, procedures, routines and equipment.
Thorough knowledge of functions, procedures, and policies of office operations are required in addition to the ability to make decisions in accordance with the laws, ordinances, and established regulations.
Knowledge of personal computer operations such as the formatting and executing required when using word processing applications.
Capability to effectively assist supervisory personnel and non-supervisory personnel.
Ability to perform basic mathematical computations (addition, subtraction, division, multiplication, fractions).
Possess a working knowledge of DeLand’s Budget procedures.
Ability to follow oral and written instructions.
Ability to get along well with others.
Ability to write in a clear and effective manner.
Possess excellent customer service skills.
Ability to communicate effectively with employees and the general public.
Ability to read and interpret documents.
WORK ENVIRONMENT/ADA: While performing the duties of this job, the employee is regularly required to sit for long of periods of time performing repetitive functions. Some of these functions include: filing, typing prescribed words per minute accurately, sitting at desk and viewing display screen for extended periods of time.
Lifting: 15-45 Pounds
Environment: Office/Indoor
Vision: 20/20 or Corrected to 20/100
Hearing: Normal Noise Levels for Office Environment
*Class Descriptions are not intended to be restrictive. The use of (or absence of) a particular illustration of duties shall not be held to exclude or limit the authority of a Department Head to assign other duties which are similar and related to work.
| 
