Under supervision, performs difficult, technical, complex, and/or specialized office support and project oversight to various City departments and/or divisions; may provide lead direction and/or training to a small office support staff on a project or day-to-day basis; and performs related work as required.
This is a fully experienced, skilled office support class. Incumbents with well-developed office skills are expected to learn technical and specialized rules, regulations, policies, procedures and activities related to the department or division to which assigned and to apply them independently. This learning period may take several months and must be completed before the end of the probationary period. Responsibilities include the performance of technical, complex, and specialized office support or secretarial work requiring the regular use of independent judgment and initiative. The work may include lead direction of other office support staff on a project or day-to-day basis. This class is distinguished from Administrative Coordinator in that the latter is a bridging into the administrative class series and performs basic professional-level office administrative support to management and associated professional and supervisory staff.
Examples of Key Duties: (Duties are illustrative and not inclusive and may vary with individual assignment.)
For all assignments:
- Answers telephones and greets visitors; directs calls to appropriate staff or takes messages; makes referrals to other agencies or departments; and schedules meetings and conference rooms.
- Performs data entry on automated systems, including, but not limited to client or population information, mailing lists, rosters, invoices, payroll data, work orders and purchase orders.
- Prepares correspondence, reports, forms, receipts, vouchers, work orders, and specialized documents related to the department/division to which assigned from drafts, notes, brief instructions, corrected copy, or dictated tapes using a word processor or computer with form templates.
- Proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation and spelling.
- Prepares and distributes meeting agendas; takes and transcribes minutes; maintains department and/or official City records.
- Checks and tabulates standard arithmetic or statistical data; summarizes such information and prepares periodic or special reports.
- May direct and review the work of a small office staff on a project or day-to-day basis; may train staff in work procedures.
- Performs other duties of a similar nature or level.
If assigned to an accounting technical position:
- Performs technical accounting and financial support work within programmatic and procedural guidelines.
- Processes accounts payable; assigns purchase order and vendor numbers; reviews invoices and receiving reports for accuracy and appropriate authorization; ensures that funds are budgeted and available and prepares documentation required for payment; enters data into the accounts payable system to produce payment.
- Processes the City’s payroll; ensures that employee time sheet data submitted and payments made are correct; and prepares tax, and other payments.
- Provides information to business owners regarding business license requirements and fees; processes license applications and renewals; receives and receipts payments and prepares license certificates; and enters appropriate data into the financial system.
If assigned to a customer support/permitting position:
- Explains City policies and procedures to the public; ensures that required forms are distributed and process steps are understood.
- Reviews applications, forms, documents, plans, specifications and other materials for completeness, accuracy and compliance with City policies and procedures; routes documents to the proper office or staff.
- Computes and accepts required fees; prepares receipts and balances monies received on a regular basis; processes and issues permits; processes requests for passports.
If assigned to the benefits/personnel position:
- Provides information to employees regarding benefit coverage available to and costs of coverage for employees and dependents.
- Completes forms and inputs new employee information or status changes into the payroll and benefit systems.
- Prepares and provides for the distribution of the employee newsletter.
- Provides a variety of technical support for personnel activities in such areas as recruitment, employment verification, scheduled performance evaluations and compensation surveys.
If assigned to a secretarial position:
Provides office administrative support to management, supervisory and professional staff, including maintaining calendars, transmitting information, following-up on projects and ensuring that appropriate staff coverage is maintained.
Education and Experience:
Possession of a high school diploma or general equivalency diploma (G.E.D.) and three years of general office support or secretarial experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above. College level coursework related to the area of assignment is desirable.
Specified position must possess and maintain a valid California class C driver’s license and a satisfactory driving record.
Physical Requirements and Working Conditions:
Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer, stamina to maintain attention to detail despite interruptions, strength to lift and carry files weighing up to 10 pounds; vision to read printed materials and a computer screen, and hearing and speech to communicate in person and over the telephone.
Knowledge of: (at entry)
- Codes, regulations, policies and procedures related to the department to which assigned;
- Standard office practices and procedures, including filing and the use of standard office equipment;
- Business letter writing and the standard format for reports and correspondence;
- Correct English usage;
- Computer applications related to the work, including word processing and basic spreadsheet applications;
- Record keeping and filing principles and practices;
- Basic supervisory principles and practices;
- Business arithmetic and basic statistical techniques; and
- Techniques for dealing effectively with the public and City staff, in person and over the telephone.
Skill in: (at entry)
- Performing technical, specialized, complex and difficult office administrative work requiring the use of independent judgment;
- Interpreting and implementing policies, procedures and computer applications related to the department or division to which assigned;
- Analyzing and resolving office administrative and procedural problems;
- Directing the work of staff on a project or day-to-day basis;
- Maintaining accurate records and files;
- Applying customer service techniques;
- Creating and maintaining file systems;
- Compiling and tracking data;
- Composing correspondence and reports independently or from brief instructions;
- Using initiative and independent judgment within established procedural guidelines and written directions;
- Using general office equipment such as phones, copiers, facsimiles and adding machines; and
- Communication and interpersonal skills as applied to interaction with co-workers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.