PURPOSE OF CLASSIFICATION

The purpose of this classification is to provide administrative and clerical office support for an assigned department. Employees in this classification prepare and process a variety of reports, forms, and correspondence; perform departmental work; and file and maintain departmental records.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Types, processes, and prepares correspondence, charts, forms, reports, studies, evaluations, or other materials; takes and transcribes dictation; prepares reports required by department.
• Answers the telephone; receives visitors; answers inquiries from the public and other City departments.
• Research and compiles information for reports; enters data into the computer.
• May prepare bills to be paid; may prepare invoices; may collect money.
• Files office correspondence and other records; maintains records of various kinds of work done by the department.
• Processes incoming and outgoing mail.
• Operates one or more of the following: a personal computer, adding machine, calculator, copier, base station radio, handheld radio, facsimile machine, dictating equipment, telephone, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.
• Maintains the cash drawer from Public Access transactions.
• Serves as liaison between City officials, various departments, employees, and the general public.

Administrative Secretary assigned to the Sanitation Department performs the following additional duties:

• Dispatches work orders via base radio communications to the drivers; operates and maintains base radio communications with the superintendent and co-workers.
• Weighs trucks in and out on departmental scales.
• Distribute gas charge cards to employees and ensures they are returned to the office; files all charge receipts in a monthly file.
• Makes vehicle and equipment inspection sheets available for employees; files sheets after completion.

ADDITIONAL FUNCTIONS

• Maintains cleanliness and order of work environment.
• Maintains drink/snack machine inventory and funds.
• Performs other related duties as required.

MINIMUM QUALIFICATIONS

High school diploma or GED; one year of experience in administrative and clerical work; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.