Serves as department receptionist; answers telephone utilizing a multi-line system; takes messages, screens calls and greets visitors and the general public; provides information, receives citizen complaints and directs calls and messages to appropriate person; provides customer services and support; responds to inquiries and/or directs individuals to the appropriate area or assists them with information, providing applications, collecting and receipting money. Answers various inquiries; receives applications; explains policies and procedures; arranges appointments; processes routine matters independently. Coordinates and schedules appointments, meetings, or reservations at the request of staff; maintains appointment tracking database. Disseminates a variety of information to various agencies, divisions, or departments via telephone, e-mail, fax or mail.
Creates and maintains complex files; compiles and completes data for administrative and public reports, bulletins, questions on material assembled; performs clerical and fiscal operations unique to department.
Formats, types letters, memos, charts, labels, reports, or other correspondence, contracts, legal documents, or other documents containing complex terminology on a word processor or typewriter, in accordance with standard policies;
Takes in, accounts for and issues receipts for money. Makes daily or weekly bank deposits.
Retrieves, opens, stamps, sorts, and distributes incoming, interoffice, and outgoing mail; receives and distributes faxes and email. Photocopies reports, charts, memos and other various documents for staff.
Prepares claims and purchase orders and processes vouchers for payment by entering pertinent information into the computer and distributing and/or filing supporting documents.
Prepares payroll time sheets and receives checks.
Enters and receives a variety of complex information via computer; verifies entries and generates reports.
Prepares routine and non-routine reports as requested; receives, sorts, and summarizes material for the preparation of reports; prepares work reports.
Attends and assists with various meetings and functions as required; takes minutes and notes utilizing shorthand, speed writing, and/or dictation equipment, or other methods.
Relieves staff members/officials of routine administrative details such as checking operating reports for accuracy and conformance to policies and standards; and updating publications for final approval. Reports administration and/or operational problems to supervisor.
Takes policy, service and information requests relating to governmental activities and refers to proper divisions for processing and providing information; performs reference and statistical work on computers.
Interacts with a variety of individuals, both internally and within the community to provide information and assist in resolving administrative issues.
Performs specialized research and statistical work on assigned subjects for staff and management.
Performs functions unique to the assigned department, such as: Administers oaths and perform marriage ceremonies; swears-in appointees, audits campaign statements, coordinates special events, elections, etc. by securing locations coordinating delivery of supplies and scheduling staff, issues permits and licenses or answering related questions. Obtains criminal history information and processes criminal reports.
May deal with sensitive and confidential information matters at the discretion of senior level staff and/or the department director.
May serve as backup for other positions within the department.
May train other staff.
Performs other related duties as assigned.
Requirements :
High school diploma or GED equivalent; or an equivalent combination of training and education sufficient to provide the knowledge, skills, and abilities necessary to perform the essential functions of the job.