City of DeLand
Job Description
 
   
Pay Grade: 111                                                                    Dept: Utilities
Exempt: No                                                                           Reports to: Dept Supervisor
Hours 40 per wek                                                                 Date:  April, 2017
 

SUMMARY:   This is a highly responsible clerical, secretarial and administrative work involving performance of a number of varied tasks, which may require the ability to take and transcribe dictation (based upon particular position). The work requires the exercise of judgment in the application of prescribed procedures and methods to various matters. Employees in this class work under general supervision.
 
ESSENTIAL DUTIES AND RESPONSIBILITIES: 

• Take and transcribe dictation of letters, reports, memoranda, articles and addresses.
• Responsible for confidential communications.
• Types purchase orders, specifications, forms, delinquent notices, reports, correspondence, statistical tables, etc.
• Schedules business appointments for supervisor.
• Serves as receptionist, answers telephone and provides information in response to public inquiries.
• Reads and routes incoming mail and assembles files, legal files and daily logs and a variety of other records.
• Composes correspondence, handles complaints and compiles reports.
• Supplies data to department heads, staff, City Commissioners, outside agencies, as required.
• Maintains accounts receivable.
• Prepare payroll for department and maintains time and attendance records.
• Maintains changes on computer.
• Handles applications for permits and prepares permits, issues permits.
• Reviews outgoing mail for clerical or typing errors.
• Types contracts, requisitions and reports.
• Maintains a reference library.
• Takes and transcribes summary minutes of meetings.
• Orders supplies, equipment, etc.
• Operates office machines, including computer.
• Attends meetings.
• Dispatches automotive equipment by radio and assists in gathering information.
• Performs wide variety of clerical tasks.
• Accesses, inputs and retrieves information from a computer.
• Other duties as assigned.

 
QUALIFICATION REQUIREMENTS:  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, skills, and /or abilities required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
EDUCATION/EXPERIENCE: High school diploma or general education degree (GED) required. Experience in advanced clerical and secretarial work and completion of a standard high school course, preferably supplemented by business school or college level training, or any equivalent combination of education, experience and training.
 
LANGUAGE SKILLS:  Ability to deal with the general public in a professional, courteous manner, as well as the ability to develop oral and written reports and presentations.
 
REASONING ABILITY:  Individual must possess the ability to answer questions and resolve problem situations or refer to appropriate office; the ability to apply common sense understanding to carry out instructions furnished in written or oral forms; ability to work with a minimum amount of supervision and to think and act independently under general supervision.  Initiative, tack, efficiency, and good judgment are required.
 
OTHER SKILLS AND ABILITIES:

• Extensive knowledge of office terminology, procedures and equipment, and of business arithmetic and English.
• Considerable knowledge of elementary bookkeeping.
• Ability to take and transcribe dictation at an average rate of speed.
• Ability to maintain complex clerical records and prepare reports from such sources.
• Ability to make minor decisions in accordance with laws, ordinances, regulations and established policies.
• Ability to make relatively complex mathematical computations rapidly and accurately.
• Ability to get along well with others.
• Employee must have clerical aptitude, good judgment, accuracy, initiative, tact and courtesy.
• Knowledge of personal computer operations.
• Ability to operate a computer, including Microsoft Office Suite.

 
WORK ENVIRONMENT/ADA:  While performing the duties of this job, the employee is regularly required to sit for long of periods of time performing repetitive functions. Access file cabinets for filling and retrieval of data. Ability to sit at a desk and view a screen for extended periods of time. Ability to communicate both orally and in writing. Ability to type a prescribed words per minute accurately.
 
Lifting:                        15 Pounds or less
Environment:             Office/Sedentary Work
Vision:                         20/20 or Corrected to 20/100
Hearing:                     Normal Noise Levels for Office Environment
 
*Class Descriptions are not intended to be restrictive.  The use of (or absence of) a particular illustration of duties shall not be held to exclude or limit the authority of a Department Head to assign other duties which are similar and related to work.