Divisional Assistant

Job Title

Divisional Assistant (7221)

Job Description

Position Summary: Under general supervision performs work of moderate difficulty in completing a variety of secretarial functions in connection with the operation of an administrative unit or division, including the transcription of difficult and/or highly confidential dictation; performs related work as required.

Essential Job Functions:

• Composes and prepares correspondence on routine matters and signs supervisor's name as authorized.
• Schedules meetings and appointments and makes necessary reservations.
• Receives and dispenses information to the general public and other departments, either in person or over the telephone.
• Transcribes a variety of long and difficult dictation including correspondence, legislation, briefs, pleadings, miscellaneous agreements, contracts, ordinances, petitions, complaints, legal opinions, releases, requisitions, vouchers and various other standard forms and reports.
• Takes and transcribes manual dictation, including minutes of meetings.
• Reviews correspondence, materials and other records of a confidential nature, including but not limited to, grievances, disciplinary actions, legislation, administrative policies and procedures and collective bargaining agreements, including supportive documentation and recommended revisions to same.
• Works in a close continuing relationship with management on sensitive and confidential information and in conducting routine research to provide statistical and substantive data used in legal procedures, including the collective bargaining and other labor-related processes; receives, opens, prioritizes and distributes mail.
• Maintains complex files and records and compiles and/or prepares routine reports, which may include payroll.
• Requisitions, receives and checks incoming office supplies against requisitions and stores away.
• Acts as a liaison between supervisor and other administrative staff.
• May research periodicals and bulletins for information of value to the operation of the department to which assigned.
• Operates a typewriter, personal computer, and other related office equipment as required; may provide work direction and training to lower-level clerical staff.

Required Knowledge, Skills and Abilities:

Knowledge of:

• Modern office procedures, practices and equipment.
• Business English, grammar, punctuation, spelling, and capitalization
• Personal computer operations and the use of Microsoft Office software
• Numerical and alphabetical record locating/filing systems
• Terminology, forms, and documents pertinent to position assignment
• Departmental rules, regulations and procedures governing assigned work
• Some provisions of employee bargaining unit agreements
• Some functions of other City divisions and departments

Skill in:

• Maintaining records and in preparing routine reports.
• Following established procedures
• Verifying of alpha/numerical information
• Use of a personal computer and other related office equipment
• Verbal and written communication
• Dealing with the public
• Receiving and making change with accuracy and speed
• Reading and understanding job related documents
• Maintaining confidentiality of information and materials

Ability to:

• Work with individuals of diverse backgrounds
• Establish and maintain effective working relationships with subordinates, peers, superiors, vendor representatives and clients
• Coordinate people and paper flow to ensure efficient and smooth office operations
• Interpret standard departmental policies and procedures
• Utilize independent judgement to effectively perform assigned work
• Understand and follow verbal and written instructions
• Prepare and/or maintain a variety of office records or reports

Required Education, Experience, and Certifications: All positions require graduation from high school or General Educational Development (G.E.D.) Tests equivalency. Candidates for positions having the following major work function must meet the minimum experiential requirements and be able to pass the required skills test(s) at the minimal rate of speed indicated.

• Three (3) years of office clerical experience, of which one (1) year must have included the use of a word processing program on a personal computer.
• Graduation from an accredited college or university with an Associate's Degree in Administrative Office Technology, Business Management Technology or a closely related area may be substituted for one (1) year of experience in either general or personal computer experience.
• Must be able to type at the rate of 45 words per minute.
• Position assignment may require the possession of a valid driver's license.

Preferred Education, Experience and Certifications: None

Physical Demands: The physical demands described within this job description must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

In this position, the employee will continuously stand, walk, and sit. The employee will frequently lift and carry up to 25 pounds. Frequent stooping, kneeling, twisting, and crouching may occur with this position. Speaking and listening are constant essential functions of this position.

Work Environment: The work environment described within this job description will be encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee is continuously indoors. The noise level in the work environment is usually low; however, occasional moderate background noise can occur.