Administrative Clerk

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Position Description

DEPARTMENT: Public Works

REPORTS TO: Administrative Office Manager

CLASSIFICATION STATUS: Full Time, Non-Exempt

SALARY: $13.40 – $20.10 hourly

 

MAJOR FUNCTION:

Responsible clerical work including some administrative responsibility.

ESSENTIAL FUNCTIONS:

The list of essential functions, as outlined herein, is intended to be representative of the major tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such duties are a logical assignment to the position. Specific tasks on a day to day basis will reflect the overall areas of expertise for this position.

  • Independently researches and assemblies contracts, reports, and data for superior;
  • Drafts, proofreads, and processes reports, letters, and documents for supervisor’s signature;
  • Creates reports and collates data utilizing a personal computer;
  • Follows up to ensure timely results;
  • Schedules appointments and keeps a calendar of events related to office;
  • Receives and screens callers;
  • Provides information on the operation of the office to persons seeking information;
  • Refers calls to other employees, officials, or departments when warranted;
  • Enters received phone calls into departmental database;
  • Takes minutes of conferences, meetings, or other functions;
  • Assembles agenda for meetings;
  • Performs other duties of a similar or related level as necessary or assigned;
  • Sets up files and files letters and related material in an accepted manner;
  • Assembles information for superior’s use;
  • Processes invoices and payments;
  • Process work order requests;
  • Correlates and process of time sheets and payroll entry;
  • Maintains and/or orders supplies for the department.

MINIMUM QUALIFICATIONS:

Knowledge, Skills, and Abilities:

  • Knowledge of business English, spelling, and punctuation;
  • Knowledge of office practices and procedures;
  • Ability to take and transcribe shorthand, if required of the position, at a prescribed rate of speed;
  • Ability to type at a prescribed rate of speed;
  • Ability to operate a CRT or a personal computer and utilize the related software programs;
  • Sufficient math to perform common conversions, such as square meters to acres;
  • MS Word, Access, Excel, and Outlook;
  • Modern office processes and procedures;
  • Business English and punctuation;
  • Preparing, entering, and filing of purchase requisitions;
  • Distributing of U.S. mail and/or interoffice mail;
  • Verifying and entering payroll for various divisions;
  • Ability to prepare routine documents and compose letters and memoranda;
  • Ability to make decisions in accordance with departmental rules, regulations, and policy;
  • Ability to establish and maintain effective working relationships with employees and the public;
  • Ability to establish and maintain harmonious working relationships with employees and the public; and
  • Ability to read for comprehension and comprehension of blue prints and maps

TRAINING, CERTIFICATIONS, AND EXPERIENCE:

Graduation from high school or possession of an acceptable equivalency diploma. Experience with Microsoft Office or similar software. Typing Speed: 40 cwpm.

SPECIAL REQUIREMENTS:

Must possess a valid Florida Driver’s License.  Ability to operate a motor vehicle. This position is to be considered an “essential personnel” and is required to report to duty for emergency situations such as floods, hurricanes, tornadoes, sinkholes, water/sewer breaks and other crises to provide for public safety. Every New Port Richey employee is required to fill out a Disaster Response Survey and is subject to being required to report to work during a declared disaster.

PHYSICAL DEMANDS:

            Physical Ability:

Required to sit for long periods of time, use hands and fingers to operate an electronic keyboard or other office machines, reach with hands and arms, stoop or kneel or crouch to file. Must regularly lift, carry and/or move objects weighing up to 10 pounds.

            Sensory Requirements:

Ability to hear, speak and understand conversation in English in various tones of voice, as well as accents or rapidly spoken in order to be able to do job.  Ability to see, read, and comprehends letters, numbers, words, characters or symbols, which are both large and small. Ability to print and draw letters, numbers, words, characters and symbols which are legible and understood by others.  Ability to learn complex tasks and remember how to complete tasks without assistance once trained.

WORK ENVIRONMENT:

Ability to deal with stress related to routine deadlines and occupational problems, which demand immediate attention.  Necessity to multi-task successfully. Ability to accept decisions made by others that may be in opposition of own views. Ability to deal with both legislative and administrative personnel of the city in a tactful manner.

Applications can be emailed to HR@cityofnewportrichey.org, faxed to 727-853-1043 or sent/dropped off to 5919 Main Street, New Port Richey, FL 34652.  EOE/DFWP

The City of New Port Richey is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of New Port Richey provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.