CITY OF LITTLE ROCK, ARKANSAS

JOB DESCRIPTION

 

 

JOB TITLE:	Secretary Executive	POSITION NUMBER(S):	2760
DEPARTMENT:	Fleet Services	GRADE:	707
DIVISION:	6000	FLSA STATUS:	Nonexempt
SECTION/UNIT:		UNION ELIGIBLE:	No
REPORTS TO:	Director of Fleet Services	EEO CATEGORY:	Administrative Support
		EPAS JOB FAMILY:	9

 

This job description should not be interpreted as all-inclusive.  It is intended to identify the essential functions and minimum qualifications of this job.  The incumbent(s) may be required to perform job-related responsibilities and tasks other than those stated in this job description.  Nothing in this job description restricts management’s right to assign or reassign job-related responsibilities and tasks to this job at any time.  Certain functions are understood to be essential; these include, but are not limited to, attendance, getting along with others, working a full shift, and dealing with and working under stress.  Any essential function of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans With Disabilities Act (ADA).  Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.

 

JOB OBJECTIVE:  To provide clerical support and serve as receptionist for the Department of Fleet Services.

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Serves as receptionist by receiving telephone calls and visitors and routing them to the appropriate employees; takes messages.

 

2.         Composes letters, memoranda, and reports; types letters, memoranda, minutes, and reports from rough draft and dictation for the Director of Fleet Services and other employees as directed.

 

3.         Maintains appointment calendar for Director; schedules appointments for Division managers; notifies appropriate individuals of meetings called by Director; distributes copies of agendas prior to each meeting; schedules use of the Departmental conference room; enters information into and monitors a computerized activity file (pending file) for scheduled Departmental activities.

 

4.         Enters Departmental payroll information into the computer by coding leave time, overtime and salary adjustments; prepares employee status change forms, requests for personnel and other personnel-related forms.

 

5.         Maintains employee and customer history files.

 

6.         Answers questions and provides information regarding Departmental operations and procedures to persons calling and visiting the Department.

 

7.         Receives complaint calls and handles as appropriate.

 

8.         Provides assistance to the Director of Fleet Services by researching and compiling information for reports.

 

9.         Provides assistance with the coordination of special projects.

 

10.       Operates a microcomputer with database, spreadsheet, and word processing software.

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Receives and sorts incoming mail; distributes mail to appropriate personnel; prepares outgoing mail.

 

2.         Maintains an inventory of office supplies; requisitions supplies as needed.

 

3.         Serves as backup to the Transportation Code Coordinator by processing driver applications and permits; determines eligibility for permits based on background information and driving record; photographs driver and issues permits when eligibility requirements are met.

 

4.         Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:  None.

 

PHYSICAL REQUIREMENTS:

 

The physical activities marked below are representative of those that will be required on a regular basis  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
work involves lifting, pushing, pulling or carrying 40 pounds or more		ü
work involves the operation of earth-moving equipment or commercial motor vehicles		ü
work involves the operation of non-commercial motor vehicles		ü
work involves the operation of tools such as axes, shovels, sling blades		ü
work involves the operation of motorized equipment such as chain saws, power saws, jackhammers, lawn mowers, tractors		ü
work involves stooping, bending, twisting, or reaching out in unusual positions	ü
work involves climbing or running		ü
works above ground or floor level, such as on stools or ladders		ü
works in a relatively high average degree of temperature over a long period of time		ü
work involves considerable physical exertion of the whole body over a long period of time		ü
work requires near vision (20 inches or less)	ü
work requires distance vision (20 feet or more)	ü
work involves detection of color differences	ü
work involves determination of the correct location of a sound, such as footsteps		ü
work involves hearing and understanding conversation or sounds	ü

 

 

reviewed:    October 2001

analyst:       RLC