JOB DESCRIPTION

 

 

JOB TITLE:     Office Assistant III

(Housing and Neighborhood Programs – Neighborhood Programs)

 

MAINTENANCE REVIEW DATE:  November 1998

 

ORG/POS #:  1540/2874

 

JOB OBJECTIVE:  To provide clerical and administrative support to the Neighborhood Programs Division of the Housing and Neighborhood Programs Department.

 

ACCOUNTABILITY:  Receives general supervision from the Neighborhood Programs Manager.

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Completes purchase requisitions for Divisional equipment, supplies and services; reviews invoices to ensure accuracy, that materials were received, and that work was performed; forwards invoice and requisition for payment to Finance; investigates past due and outstanding invoices.

 

2.         Maintains an inventory of office supplies and equipment; obtains quotes for office furnishings and equipment purchases; requisitions and purchases supplies.

 

3.         Conducts budgetary research and assists in compiling tentative annual Divisional budget data; monitors Division account balances to ensure budgeted amounts are not exceeded; determines which accounts are in need of revenue transfers and prepares Appropriation Transfer Requests (ATRs).

 

4.         Enters payroll information into the computer for the Division; codes leave time, overtime, and salary adjustments.

 

5.         Maintains Division personnel files, including disciplinary action documents and EPAS information.

 

6.         Composes and types letters, memoranda, and reports for the Division; types correspondence from dictation and rough draft.

 

7.         Informs supervisor of custodial, security, space, and service needs of the Alert Centers; reviews Alert Centers’ lease agreements and insurance documents to ensure that each is current; gathers information for supervisor; prepares contract documents.

 

8.         Operates a computer terminal and microcomputer with spreadsheet and word processing software.

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Prepares employee status change forms and requests for personnel.

 

2.         Monitors Division personnel leave requests to ensure compliance with established policies and procedures.

JOB TITLE:     Office Assistant III

(Housing and Neighborhood Programs – Neighborhood Programs)

JOB DESCRIPTION - CONTINUED

 

 

3.         Maintains the Workers’ Compensation files and accident logs; completes forms and obtains supervisor’s signature.

 

4.         Compiles and enters monthly activity reports into the computer; prepares quarterly budget projection summaries and annual payroll reports for the Division.

 

5.         Prepares regular and special narrative and statistical reports; designs and creates forms for use by the Division.

 

6.         Maintains hard copy and computer files and records relating to Division activities.

 

7.         Maintains appointment calendars for the Neighborhood Programs Manager and Code Enforcement Supervisors.

 

8.         Maintains the master key system for the Division, including issuing keys to new employees, checking in keys from terminated employees, and ordering new keys and locks.

 

9.         Receives and distributes incoming mail to the appropriate personnel.

 

10.       Serves as backup in the absence of other clerical staff and as directed.

 

11.       Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:

 

None.

JOB TITLE:     Office Assistant III

(Housing and Neighborhood Programs – Neighborhood Programs)

JOB SPECIFICATION - CONTINUED

 

 

PHYSICAL REQUIREMENTS:  The physical demands marked below are representative of those that will be required to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

                                                                            YES                                                                            NO

Lifting (lbs.)		ü
Carrying (lbs.)		ü
Stooping, Bending		ü
Kneeling, Squatting		ü
Walking	ü
Standing		ü
Sitting	ü
Climbing, Balancing (e.g., climbing and working from ladder)	ü
Use of Hands to Finger, Handle, or Feel	ü
Physical Coordination (sequential or simultaneous use of hands, arms, feet, and legs)	ü
Eye-Hand Coordination	ü
Close Vision (clear vision at 20" or less)	ü
Distance Vision (clear vision at 20' or more)		ü
Color Vision (ability to identify and distinguish colors)		ü
Depth Perception (ability to judge distance spatial relationships)		ü
Hearing		ü

 

WORK ENVIRONMENT:

 

The environmental conditions marked below are common to this job:

 

                                                                            YES                                                                            NO

Outdoor Weather Conditions		ü
Wet, Humid Conditions (non-weather)		ü
Work Near Moving Mechanical Parts		ü
Work in High, Precarious Places		ü
Fumes or Dust		ü
Toxic or Caustic Chemicals		ü
Extreme Heat (non-weather over 90º F.)		ü
Low Noise (e.g., business office)	ü
Moderate Noise (e.g., light motorized equipment such as lawn mowers)		ü
Loud Noise (e.g., jackhammer, heavy motorized equipment)		ü