JOB DESCRIPTION

 

 

JOB TITLE:  Secretary-Executive (General Services - Administration)

 

MAINTENANCE REVIEW DATE:  April 1999

 

ORG/POS #:  1400/1797

 

JOB OBJECTIVE:  To provide administration and clerical support to the Department of General Services.

 

ACCOUNTABILITY:  Receives general supervision from the Director of General Services.

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Drafts, types and transcribes letters, memoranda, and reports utilizing a microcomputer with spreadsheet and word processing software; composes responses to correspondence for the signature of the Director and other Departmental staff; transcribes dictation.

 

2.         Maintains appointment calendar and arranges appointments for the Director; schedules meetings, including securing meeting rooms and making catering and other arrangements; notifies Director of pending appointments.

 

3.         Takes and transcribes minutes of committee meetings; types minutes and distributes to committee members; maintains file of minutes and ensures follow-up actions are taken to address issues/problems discussed.

 

4.         Enters payroll information into the computer for the Department by coding leave time, overtime, and salary adjustments; notifies employees and/or appropriate Finance Department personnel when discrepancies exist.

 

5.         Prepares employee status change forms, requests for personnel, and other personnel action forms for the Department.

 

6.         Maintains various files of data and information relating to Departmental projects.

 

7.         Collects budget data for the Administrative Services Manager; enters budgetary data into computer systems; prepares Appropriation Transfer Requests (ATRs) for Administrative Services Manager.

 

8.         Maintains Departmental personnel files, including disciplinary action documents, EPAS information, and medical information.

 

9.         Maintains an inventory of office supplies; orders supplies.

 

10.       Maintains files of Departmental correspondence, reports, projects, and other information for the Director of General Services.

 

11.       Prepares purchase requisitions for travel; ensures travel checks are received in a timely manner; reconciles travel receipts and forwards to Finance Department.

 

JOB TITLE:     Secretary-Executive (General Services - Administration)

JOB DESCRIPTION-CONTINUED

 

 

12.       Screens visitors, mail, and telephone calls to the Director's office; answers questions and/or refers individuals to the appropriate person.

 

13.       Maintains and verifies inventory records for the Department; verifies annual inventory of equipment.

 

14.       Assigns and directs the work activities and monitors the performance of the Office Assistant II.

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Maintains the Workers’ Compensation files and accident logs by receiving completed forms; maintains a log of accidents; compiles reports regarding the number/cause of accidents upon request; refers unusual incidents and patterns of accidents to the Director.

 

2.         Researches materials for the preparation of Board presentations as assigned by Department Director to assist Administrative Services Manager.

 

3.         Logs, matches and maintains a file of all printing requests.

 

4.         Maintains keys to City Hall; distributes keys to appropriate personnel; maintains list of names of key recipients.

 

5.         Provides information and administrative guidance to General Services staff in the interpretation and implementation of administrative policies and procedures.

 

6.         Monitors long distance printouts; ensures accuracy of billing and compliance with auditing policies.

 

7.         Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:

 

Provides general supervision to Office Assistant II.

JOB TITLE:  Secretary-Executive (General Services - Administration)

JOB DESCRIPTION - 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.)	10
Carrying (lbs.)	10
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