Administrative Assistant I

City of DeLand

Job Description

Utilities Administrative Assistant I

Pay Grade: U101 Dept: Utilities - Dept. 201

Exempt: No Reports to: Utilities Project Coordinator

Hours: 40 hours per week Date: 2019

SUMMARY: Performs a variety of clerical tasks and will perform typing tasks. This individual is responsible for varied clerical work which may require a qualified typist. It calls for the exercise of judgment in the application of prescribed procedures and methods to routine matters. Depending upon the nature of the assignment, the work may be done under close or general supervision and checked by another step in a clerical process or by an immediate supervisor. Employee reports to Utilities Project Coordinator.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

• The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such duties are a logical assignment to the position.

• Prepares purchase orders and accounts payable slips.

• Processes invoices and applications.

• Searches records.

• Handles time and attendance report for employment department.

• Writes up maintenance requests.

• Employee cross-indexes and files documents and correspondence alphabetically, numerically or by other classification.

• Maintains logs and other records.

• Assembles data from office records for incorporation into various reports.

• Maintains simple and complex records.

• May act as receptionist if necessary.

• Must operate a computer.

• Delivers and picks up material.

• Ability to type correspondence from rough drafts, requisitions, statistical tabulations and data, form letters, memoranda, voucher, reports and other materials.

• Takes messages and transfers calls.

• Responsible for receiving phone calls, responding to public inquiries, problems/complaints, investigations, and resolutions regarding utility issues and dispatches personnel as needed.

• Accesses, inputs and retrieves information from a computer.

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: Graduate of an accredited high school or possess an acceptable equivalency diploma, with business school training highly desirable, or any equivalent combination of education, experience and training. Some experience in clerical work which involves typing. Within one year must be CPR / AED qualified.

REASONING ABILITY: The applicant must have the ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram forms. The applicant must also be able to deal with problems involving several variables in standardized situations when immediate guidance from the supervisor may not be available.

OTHER SKILLS AND ABILITIES:

• Good knowledge of office terminology, procedures and equipment and of business arithmetic and English.

• Some knowledge of elementary bookkeeping.

• Ability to understand and follow complex oral and written directions.

• Ability to make minor decisions in accordance with laws, ordinances, regulations and established policies.

• Ability to make relatively complex mathematical computations rapidly and accurately.

• Clerical aptitude.

• Ability to type from clear copy or draft at an average rate of speed.

• Good judgment.

• Tact and courtesy.

• Ability to operate a computer with good knowledge of the Microsoft Office Suite.

• Knowledge of personal computer operations.

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 and/or view a display screen. Some of these functions include: filing and ordering files. Ability to access, input, and retrieves information from a computer.

Lifting: <= 15 Pounds
Environment: Inside office or outside in various weather conditions
Vision: 20/20 or Corrected to 20/100
Hearing: Normal to very high noise levels

*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.