Job Details for 1161 - Division Assistant I
FLSA STATUS: Non-Exempt
Under general supervision; performs work of moderate difficulty in providing skilled secretarial services and support to a specific division or area of technical expertise; performs related work as required.
DISTINGUISHING FEATURES OF THE CLASS
Individuals in this class works as an administrative specialist within a division. This position is responsible for explaining divisional policies with courtesy and accuracy. Work is performed under the general supervision of a division manager, administrator or supervisor.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed by positions in this class.
• Answers questions and concerns from clients or customers, the public and other external contacts
• Assists customers and clients with completing forms and filing paperwork with the division
• Screens telephone calls, emails and visitors to determine the nature of requests or problems
• Provides and verifies information for the public and possibly the media
• Processes transactions, issues licenses and provides services
• Answers general inquiries regarding policies or procedures
• Provides information requiring general interpretations and familiarity with divisional policy and operations
• Schedules appointments, takes messages and refers clients to proper parties
• Provides secretarial support to a divisional committee(s), (e.g. coordinating the room, preparing the agenda, preparing and distributing materials and minutes, etc.)
• Maintains budget worksheets and records pertaining to the division
• Composes routine letters, memoranda, general correspondence, spreadsheets and reports from rough drafts or general instructions for supervisors’ review
• Transcribes dictation, often of a technical and/or confidential nature
• Receives, tabulates and accounts for fees and other moneys
• Files documents alphabetically, numerically, or by other prescribed methods
• Serves as a lead worker for subordinate clerical staff
• Maintains regular attendance and punctuality
NON-ESSENTIAL DUTIES AND RESPONSIBILITIES
• Adjusts work assignments and schedules in the event of an emergency to participate in emergency preparedness, response, and recovery activities as assigned
• Depending on assignment may maintain required emergency management training, licensure and/or certifications
• Performs related duties as required or assigned within job classification
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Basic grammar, punctuation, spelling, and arithmetic
• Current office practices, procedures, and equipment
• Operate a personnel computer, applicable software and peripheral equipment
• Typing accurately from plain copy or rough draft
• Performing responsible clerical duties
• Readily acquiring and applying knowledge of procedures, rules, regulations, and services of office to which assigned
• Verbal and/or written communications
• Dealing effectively with others
• Establish and maintain effective working relationships
• Interpret and explain department policies
• Understand parliamentary procedure
• Work with minimal supervision
EDUCATION and/or EXPERIENCE
Completion of a High School Diploma or General Equivalency Diploma equivalent and three years of experience in skilled secretarial work which a high volume of public contact; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work will occur in an office and is not substantially exposed to adverse environmental conditions.
CERTIFICATES, LICENSES, REGISTRATIONS