SUMMARY: To perform a wide variety of responsible administrative clerical work in support of a department or division manager; to type and proofread a variety of documents and correspondence; and to provide information and assistance to the public regarding department or division policies and procedures.

SUPERVISORY RESPONSIBILITIES:  Receives direct supervision from the Administrative Assistant and general supervision from the Programs & Facilities Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES:  The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all inclusive.

• Coordinate and provide support services for an operation and/or division manager; monitor workload, work activities, priorities and deadlines.
• Answer the telephone and wait on the general public; take messages and transfer calls to appropriate personnel; provide information on departmental and City policies and procedures as required.  Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner.
• Prepare, type, word process and proofread a variety of documents including general correspon­dence, agendas, reports, memoranda and statistical charts from a rough draft or verbal instruction. 
• Perform a wide variety of general clerical work including the maintenance of accurate and detailed logs and records; verify accuracy of information, research discrepancies and record information. 
• Maintain records and develop reports concerning new or ongoing programs; maintain records for attendance, facilities usage, and payments; prepare statistical reports as required.  Compile information and data for statistical and financial reports; maintain a variety of statistical records; check and tabulate statistical data.
• Operate a variety of communications and office equipment including a multi-line telephone, copiers, facsimile machines and computers; input and retrieve data and text; organize and maintain storage and filing.
• Provide information and forms to the public as needed; apply departmental policies and procedures in determining completeness of applications, forms, records and reports.
• Accept fees for registration, reconcile cash drawers; maintain office forms and accurate inventory information. Participate in coordination of various programs; register participants in special events and sports leagues; accept fees, balance and reconcile.
• Organize and maintain facility rental calendars on a weekly basis to other departments which includes shelters, buildings, snow schedule, activities, special events and rentals.

OTHER DUTIES AND RESPONSIBILITIES:

• Contact the public and outside agencies in acquiring and providing information and making referrals.
• Receive, sort and distribute incoming and outgoing correspondence.
• Perform related duties and responsibilities as required.

The requirements listed below are representative of the knowledge, skills, and abilities required to perform the necessary functions of this position.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of operations, services, and activities of an assigned department or division.
• Knowledge of principles of business letter writing and basic report preparation.
• Knowledge of modern office procedures, methods, computer equipment, and software.
• Knowledge of fundamental principles and procedures of record keeping.
• Knowledge of products, services and programs of assigned department.
• Knowledge of English usage, spelling, grammar and punctuation.
• Independently perform the most difficult administrative support services.
• Interpret, explain and enforce department and/or division policies and procedures, as assigned.
• Perform responsible administrative support assistant work involving the use of independent judgment and personal initiative.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Perform clerical work including maintenance of appropriate records and compiling information for reports.
• Work independently in the absence of supervision.
• Type or word process at a speed necessary for successful job performance.
• Operate a variety of office machines including a computer.
• Perform routine mathematical calculations.
• Respond to requests and inquiries from the general public.
• Understand and carry out oral and written directions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Maintain mental capacity which allows for effective interaction and communication with others.

EDUCATION AND EXPERIENCE:  Three years of responsible secretarial and clerical experience.  Training equivalent to completion of the twelfth grade supplemented by specialized secretarial training.

CERTIFICATES, LICENSES, REGISTRATIONS:  None required.

WORKING ENVIRONMENT: Work closely with others in an office environment utilizing a computer and other office equipment.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading and writing. The employee is also required to maintain physical condition necessary for operating office equipment, walking, standing, kneeling, repeated bending or sitting for prolonged periods of time.