Description

This is secretarial and clerical work involving the performance of a wide variety of delegated clerical activities.
Work involves responsibility for performing a variety of secretarial and clerical assignments requiring the exercise of independent judgment and initiative in providing support to one or more superiors. Work includes such tasks as skilled typing, filing, receiving and screening calls and visitors and the operation of modern office equipment. Work is reviewed by an administrative superior for adherence to established policies and procedures and for results obtained.

Examples of Duties

Types letter, reports, legal documents, statements, bid documents, and a variety of material from rough draft, clean copy, or notes, using a typewriter, computer, or word processor; efforts include composing routine correspondence, researching material, collecting data, tabulating information, and preparing reports.
Acts as a receptionist; answers telephones; handles inquiries or complaints; supplies general information; refers more complex inquiries and complaints to appropriate personnel; screens visitors and callers; schedules appointments and meetings; and assists in a variety of operational activities as required.
Sets up and maintains a variety of administrative records, files, and charts; indexes and files correspondence and other materials according to predetermined classifications; prepares forms and reports and processes same.
Sorts and distributes mail.
Prepares payroll data including keeping time records.
Orders supplies and maintains inventories; performs accounts payable functions for assigned unit.
Establishes new office practices and procedures to streamline accomplishment of administrative and clerical tasks.
May be assigned to work during emergencies at other than normal working hours.
Provides effective and efficient customer services and promotes and maintains responsive community relations.

Performs related duties as assigned.

Typical Qualifications

Graduation from high school (or GED) including or supplemented by courses in office procedures and secretarial science; considerable experience in office, clerical, and secretarial work; or any equivalent combination of training and experience which provides the following knowledge, abilities, and skills:

Considerable knowledge of modern office practices, procedures, and equipment.

Considerable knowledge of business English, spelling, and arithmetic.

Considerable knowledge of secretarial practices and procedures.

Ability to type accurately from rough draft or copy at a reasonable rate of speed.

Ability to establish and maintain complex filing systems.

Ability to apply established policy and procedure to routine inquiries.

Ability to compose routine correspondence.

Ability to operate efficiently and effectively to meet deadlines or comply with assignment demands.

Ability to understand and follow oral and written instructions.

Ability to learn the basic operations and functions of the agency or department of assignment.

Ability to deal effectively and courteously with public inquiries and complaints.

Ability to establish and maintain effective working relationships with other employees, departments, and the general public.

Ability to communicate effectively both orally and in writing.

Skill in the operation and care of general office machines.

Skill in the operation of devices using alphanumeric keyboards.

Supplemental Information

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed mostly in office setting, hand eye coordination is necessary to operate computers and various pieces of office equipment.

While performing the duties of this job, the employee is frequently required to sit and talk or hear; use hands to finger, handle or feel objects, tools or controls; and reach with hands and arms. The employee is occasionally required to walk, and lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision and the ability to adjust focus.

Selected candidates must meet a residency requirement, which includes living in the state of Illinois or Iowa and must report within 60 minutes after being called into work for an overtime assignment