Provides administrative and secretarial support within the guidelines of departmental and local government regulations. Works with employees, the public, utility companies, engineers, developers, and realtors to provide administrative support.
Key Responsibilities and Performance Standards
Serves as liaison between the assigned department and other departments/divisions, staff members, Consolidated Government officials, the public, community leaders, outside agencies, or other individuals or organizations. Distributes and receives routine information. Interacts with various officials and dignitaries involving sensitive client relations. Conveys information among division/department personnel and
circulates documentation to appropriate departments.
Serves as departmental human resources liaison. Prepares new employee paperwork, processes documentation pertaining to personnel/payroll functions, reviews timesheets for accuracy and researches discrepancies. Tracks accrued and used sick leave and vacation time, enters payroll data into computer systems, prepares personnel change forms and maintains attendance records. Maintains confidential personnel/payroll files, employee rosters, certifications, background checks, and related records.
Provides administrative/secretarial support for management and/or staff of assigned department/division. Relieves management staff of routine administrative tasks, screens telephone calls, mail, email, and other communications. Initiates appropriate action/response, records and transcribes dictation, types, composes, edits, or proofreads various documentation. Maintains calendars and schedules meetings, appointments, interviews, or other activities. Coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff.
Processes documentation pertaining to budget or general financial management. Reviews invoices for accuracy, matches with purchase orders, and enters budget data into computer. Assists with budget preparation, provides budgetary input and assists in forecasting revenues/expenditures. Enters daily revenue into computer and generates revenue reports. Reviews monthly budget analysis reports, monitors expenditures to ensure compliance with approved budget. Processes budget transfers as needed. Reconciles payable records with Finance Department records, prepares bank deposits and coordinates internal accounting activities. Maintains current balances for accounts and maintains departmental petty cash funds.
Processes purchasing documentation, reviews purchase requisitions and verifies availability of budgeted funds. Prepares purchase orders and forwards data to appropriate departments. Obtains competitive price quotes, and orders materials under blanket purchase orders. Reviews invoices, purchase orders, or other documents for accuracy. Researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment. Maintains files and records.
Receives and sorts incoming documentation and materials. Sends, receives documentation, distributes, and delivers incoming faxes, mail, or other documentation to appropriate personnel. Sorts, organizes, opens, and/or distributes incoming mail. Signs for incoming packages and delivers to appropriate personnel. Processes outgoing mail. Copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation as needed.
Performs customer service functions in person, by telephone, and by mail. Provides information/assistance regarding department/division services, procedures, fees, or other issues. Responds to routine questions or complaints, researches problems/complaints and initiates problem resolution. Receives payments for various fees, fines, or services. Records transactions, posts payments, and issues receipts. Balances cash drawers, prepares revenues for deposit and forwards as appropriate
Processes a variety of documentation associated with department operations within designated timeframes and per established procedures. Receives, reviews, records, types, and/or distributes documentations. Enters data into computer systems. Logs, tracks, or maintains records regarding department activities. Compiles data for further processing or for use in preparation of department reports. Files, maintains, and stores hardcopy records.
Performs data entry functions by keying data into computer system. Enters, retrieves, reviews or modifies data in computer database. Scans documents into computer, verifies accuracy of entered data and makes corrections. Indexes documents, develops databases and computerized reports.
Processes applications for department services, such as licenses, facility usage, program enrollment, employment, or other purposes. Distributes application forms and provides information, accepts fees/deposits and processes completed applications. Issues permits as appropriate. Administers work order program and opens/closes work order requests.
As Required Performs other duties of a similar nature or level.
Position Specific Responsibilities Might Include: