Job Details

Starting Salary: $21.12 - Step 2

Definition:

Under supervision, performs a variety of administrative clerical duties including telephone and public reception, typing, filing, and general office work. Will be responsible for interpreting and input of payroll information.  Processing purchase orders and requisitions.  Other related duties as assigned. 

Example of Duties and Responsibilities:

• Develops and maintains effective working relationships with other staff, representatives of the community, customers, and the public. 
• Communicates effectively and respectfully with people from different racial, ethnic, cultural groups, physical and intellectual abilities, lifestyle choices and ages. 
• Demonstrates an ability to be sensitive to the needs of customers. 
• Greets public and refers them to appropriate official and departmental staff. 
• Processes timecards and calculates payroll hours for department personnel; records hours worked, hours and types of leave used, and shift differentials, and other payroll provisions; responds to questions and researches payroll related problems; provides information to departmental personnel regarding payroll; develops, prepares, distributes, maintains and files a variety of reports, records, and documentation related to payroll and timekeeping. 
• Prepares and assists in the preparation of correspondence, budget reports and documents, manuals, detailed operating procedures, and other reports and written materials; researches and compiles data from multiple and varied sources to prepare reports or complete forms; compiles and organizes content; selects formats, edits, and proofreads various documents; and finalizes documents.  
• Schedules meetings involving multiple participants and/or locations; prepares and distributes agendas and meeting materials; maintains appointment calendars for management.  
• Enters and retrieves information from both hard copy and electronic records; utilizes various manual and electronic tools to log, track, summarize, and report information.  
• Processes and prepares invoices for payment; verifies receipt, documentation, calculations, and proper billing amount; allocates to proper general ledger accounts; contacts vendors to resolve problems. 
• Prepares and assists in the preparation of correspondence, budget reports and documents, manuals, detailed operating procedures, agendas, and other reports and written materials; researches and compiles data from multiple and varied sources. 
• Develops and Maintains, and updates general administrative filing systems in accordance with departmental records retention programs; documents retention storage; creates reference material.  
• Monitors budget, purchase order, and account balances and tracks expenditures; maintains department petty cash fund; organizes and oversees department contracts.  
• Maintains all internal department communications and training materials; maintains all department policies, procedures, and updates and communicates changes as directed by the Department Director.  
• Operates office equipment, such as computer, ten key adding machine, typewriter, photocopy machine, postage meter. 
• Distributes and retrieves materials as needed. 
• Prepares and distributes inter-office mail. 
• Handles confidential materials, records, files and other privileged information 
• Drive District vehicles pickup or deliver materials, correspondence or documents. Arranges for meetings and performs details related to meeting preparation. 
• Performs office duties as directed. 
• Responsible for coordinating maintenance of office equipment and maintaining necessary records. 

Minimum Qualifications:

Ability to interact with clients and staff in a professional manner 

Oral and written communication skills sufficient to complete paperwork and effectively communicate with the majority of clients. 

Working knowledge of standard office software (i.e. Microsoft Office) systems.  Office procedures and practices including correspondence, composition, reports and filing. 

Correct spelling, grammar and punctuation. 

Maintain confidentiality accuracy of materials, records, files and other privileged information. Perform a variety of difficult clerical work under pressure. 

Work independently. 

Coordinate workload of several projects concurrently. 

Use standard office equipment (e.g. copiers, fax, postage meter, 10 key by touch).  

• Training and Experience 

  Any combination of training and experience equivalent to: 

  Two years full-time clerical experience including typing, filing, public reception and general office work.  Secretarial business education may be substituted for up to six months of the required work experience. 

  Possession of a valid Class C driver`s license or ability to obtain one.