Civil Service

Job ID:
ANNOUNCEMENT NO. V24 FY 19-20 DEPARTMENTAL PROMOTIONAL ONLY

Issue Date:
SEPTEMBER 5, 2019

Department:
RECREATION

Application Deadline:
4:00 PM, SEPTEMBER 11, 2019

General Statement of Job:
Under general supervision, performs a variety of moderate to complex secretarial/clerical work in providing support of the operations of the department. Work involves performing secretarial duties for the Parks and Recreation Department and relieving Administration of minor administrative details. Reports to the Recreation Department Director and Assistant Director.

Specific Duties and Responsibilities (This is descriptive, not restrictive as to all tasks included in this position):
ESSENTIAL JOB FUNCTIONS Performs secretarial/clerical duties for the Parks and Recreation Department. Confirms and tracks contracts and pertinent information in accordance with the contract approval form per the Administration procedures. Initiates, prepares and tracks the contracts from its inception to final signature by the Mayor. Determines which contracts need to be recorded within the department; prepares contracts for recording; keeps an accurate account of all department contracts. Works with Legal Department to verify information on contracts. Performs a second internal scan of contracts; places on a monthly report for contracts. Makes folders; files in Director’s main filing system. Maintains space for Administration’s correspondence. Verifies backup for all invoices per the contract executed by the Mayor for all departmental services; contacts and meets with vendors on any errors to be corrected before invoice is submitted for payment. Ensures all pertinent documentation and information are in place on contracts per purchasing policies and procedures and forwards the backup documentation with the contract. Researches information requested by the Administration including records that are past the retention period. Performs research for Administration as needed. Receives office visitors; answers telephone calls; provides information; relieves Director and Assistant Director of minor administrative details. Transcribes by typewriter and computer. Composes and types correspondence, reports, ordinances, resolutions, and other needed documents. Maintains and updates department’s main filing system. Provides assistance with special projects when needed. Purges and boxes files on a yearly basis; maintains records of files in storage. Receives and/or reviews various records and reports such as contracts, other documents signed by the Mayor, invoices, monthly reports, and recordation. Prepares and/or processes various records and reports such as contract lists, letters to vendors, filing system, and scanned documents. Refers to contract procedures, computer procedures, purchasing procedures, legislation procedures, telephone list directory, policy and procedure manuals, codes / laws / regulations, publications and reference texts, etc. Operates a variety of office equipment and machinery including copy machine, postage machine, scanner, typewriter, telephone, computer, etc. Uses a variety of tools such as date stamp, letter opener, stapler, calculator, etc.; a variety of supplies such as general office supplies, etc.; and a variety of computer software such as Microsoft Word, Microsoft Excel, Microsoft Outlook, Munis, Mainframe, etc. Interacts and communicates with various groups and individuals including Executive Coordinator, Mayor’s staff, Legal Department, Directors, Finance Department, Purchasing Department, and the general public. ADDITIONAL JOB FUNCTIONS Collects and distributes mail on a rotating basis. Serves as the backup for departmental purchases; Relieves receptionist on a rotating basis. Serves as the backup for legislation; checks, copies, and routes to Council Office. Performs general administrative/office duties as required, including typing reports and correspondence, entering and retrieving computer data, copying and filing documents, sending and receiving faxes, etc. Performs other related duties as required.

Communication Skills:
Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.

Physical Requirements:
Must by physically able to operate a variety of automated office machines and equipment, which includes a computer, typewriter, printer, computer assisted multi-line telephone system, copier, etc. Must be able to exert up to ten pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time. Must be able to lift and/or carry weights of up to five pounds.

Mental Involvement:
Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.

Minimum Training and Experience Qualifications:
Current, permanent Civil Service status in the Department of Recreation and two to three years of secretarial or general clerical experience; or any equivalent combination of education, training, and experience, which provides the required knowledge, skills, and abilities.

Interpersonal Relationship Skills:
: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress when confronted with an emergency.

Test Required:
RATING OF TRAINING AND EXPERIENCE . . . . . . . . Weighted 100%

Salary Requirements:
$16.0673 PER HOUR / 35 PER WEEK