JOB SUMMARY

ESSENTIAL DUTIES

Essential duties may include but are not limited to the following:
Attendance:
Maintain regular, reliable, and punctual attendance.
Calendar:

• Maintain calendars and schedules of activities, meetings, and various events for department staff; coordinate activities with City departments, the public, and/or outside agencies.

• Perform a variety of clerical and office support duties in an assigned office such as developing and maintaining confidential or extensive filing systems, posting records, making arithmetic computations and compiling and recording information from clearly indicated sources; prioritize duties and assignments to assure efficient, smooth and timely office work flow.
• Inspect data, verify accuracy and input into computerized data base; update, modify and correct data as needed.

• Compose, type, and prepare correspondence, memoranda, reports, forms, and other documents; proofread and edit written materials to ensure accuracy and full execution.

• Answer, screen and direct phone calls from the general public; take messages and refer callers to appropriate offices; operate a central switchboard as assigned.
• Answer, screen and direct phone calls fom the public, calls to and from potential criminal witnesses in domestic violence cases to confirm information in the police report, update any witness contact information and refer witnesses to appropriate YWCA contact for other resource information.
• Receive and direct visitors; provide information regarding proper department to contact for specific issues or requests; provide tours and information regarding use of City facilities.
• Provide information and services to other City departments and personnel, various outside agencies and organizations and the general public; explain programs, activities, policies and procedures within scope of authority; provide information of a general or limited technical nature.

• Collect fees, fines and other monies; count money, make change and prepare receipts.

• Create and maintain files related to specific department needs.

• Prepare outgoing mail; review and distribute incoming mail, discard items not requiring supervisor or staff review; maintain mail supply items such as Federal Express labels, envelopes, and certified mail labels.

• Schedule appointments, meetings and/or inspections for office personnel; notify City personnel, citizens, contractors and other individuals of the time and place of various meetings and inspections.
• Process forms, applications and other materials according to established procedures; route and track documents and other materials for review and approval; assure compliance with established procedures, policies and regulations.
• Requisition office supplies to maintain an adequate stock of supplies; complete documentation and forward to supervisor for signature authority.

• Type and prepare correspondence, memoranda, requisitions, forms, and other documents, including correspondence of a confidential nature; proofread and edit written materials as required; operate word processing equipment to enter data and generate letters, records and reports.
• Prepare and maintain a variety of records, logs and files; locate materials and information in records and files as required; compile, collate and duplicate information; prepare and distribute information packets for assigned office activities.
• Collect and compile periodic reports and perform special projects as assigned; maintain records and database information on the status of projects and on-going office activities; maintain records of office activities, customer comments, and financial, payroll, and statistical data.

EDUCATION, EXPERIENCE, AND OTHER REQUIREMENTS

KNOWLEDGE, SKILLS, AND ABILITIES