Youth Alternatives Secretary

Description

SUMMARY:  Perform a wide variety of responsible administrative clerical work in support of department and division managers; to type and proofread a variety of documents and correspondence; and to provide information and assistance to the public regarding department or division policies and procedures.

SUPERVISORY RESPONSIBILITIES:  This job has no supervisory responsibilities. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:  The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all inclusive.

• Coordinate and provide support services for department and division managers; monitor workload, work activities, priorities and deadlines, as well as prepare, and proofread a variety of documents including general correspondence, agendas, reports and memoranda from rough draft or verbal instruction.
• Apply knowledge of computers and desk top publishing skills to day to day tasks.
• Respond to public inquiries in a courteous manner; provide information within the area of assignment.
• Answer the telephone and wait on the public; take messages and transfer calls to appropriate personnel; provide information on departmental and City policies and procedures as required.
• Perform a wide variety of general clerical work including the maintenance of accurate and detailed logs and records; verify accuracy of information, research discrepancies and record information.
• Prepare requisitions, purchase orders, and monthly payroll for assigned division.
• Operate a variety of communications and office equipment including a multi-line telephone, copiers, and computers; input and retrieve data and text; organize and maintain storage and filing.
• Provide information and forms to the public as needed.
• Requisition materials as required; pick up and deliver supplies.
• Maintain office forms and accurate inventory information.
• Create and maintain a client database for grant and year end reporting.
• Accept chemical testing fees, balance and reconcile.

OTHER DUTIES AND RESPONSIBILITIES:

• Take minutes for all staff meetings 
• Receive, sort and distribute incoming and outgoing correspondence.
• Perform related duties and responsibilities as required.

Qualifications

The requirements listed below are representative of the knowledge, skills, and abilities required to perform the necessary functions of this position.

EDUCATION:   

• Equivalent to completion of the twelfth grade supplemented by specialized secretarial training.
• Applicant must be able to pass a complete criminal background check which includes fingerprinting and child abuse registry. 

KNOWLEDGE, SKILLS, AND ABILITIES: 
Knowledge of:

• Principles of business letter writing and basic report preparation.
• Practices used in minute taking and preparation.
• Modern office procedures, methods and computer equipment

Ability to:

• Independently perform the most difficult administrative support services.
• Perform responsible secretarial work involving the use of independent judgment and personal initiative. 
• This includes maintenance of appropriate records and compiling information for reports.
• Work independently in the absence of a supervisor.
• Perform routine mathematical calculations.
• Understand and carry our oral and written directions.
• Establish and maintain effective working relationships with those contacted in the course of work.

PHYSICAL DEMANDS: 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. While performing the duties of this job, the employee is required to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading and writing. The employee is also required to maintain physical condition necessary for operating office equipment, walking, standing, kneeling, repeated bending or sitting for prolonged periods of time.