Staff Support Assistant

Under general supervision, performs clerical and secretarial duties in City departments. Work involves independently preparing routine correspondence, compiling information for reports, maintaining files of a variety of records, reports, documents and correspondence and assisting in various bookkeeping and clerical support functions. Employee is responsible for screening and independently handling a variety of routine inquiries by telephone and in person. Employee must exercise considerable tact and courtesy in frequent contact with the public.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Essential Job Functions

• Answers telephone and greets visitors; receives inquiries and complaints and provides information or refers caller to appropriate personnel; calls in complaints.
• Performs computerized data entry of various forms and records; retrieves information from computerized databases.
• Types material from typed or handwritten copy or machine dictation using a variety of complicated formats for preparing correspondence, reports, files and manuscripts; maintains files; maintains logs of incoming and outgoing documents; receives and sends fax documents to appropriate parties.
• Assists in performing some personnel related duties such as maintaining attendance records, sick, holiday, compensatory time and personal leave, etc., preparing and distributing payroll report and updating the job posting bulletin.
• Receives and distributes incoming mail; prepares mailings for the department; prepares copies, maintains inventory of office supplies; maintains records of postage.
• Monitors inventory of department equipment and supplies, including ensuring availability of adequate materials to conduct work activities and initiating orders for new/replacement materials.
• Receives and prepares payment invoices for recurring purchase orders and requisitions for special purchases; maintains log of invoices paid; maintains petty cash, including collecting and counting money and verifying total with daily cash reports, compiling deposits and submitting transmittal form to Treasurer's office.
• Performs minor maintenance on office machines, including refilling copier with paper and ink, fixing paper jams and troubleshooting copier problems; assists co-workers with computer programs and problems.
• Performs a variety of minor administrative functions to relieve department head of day-to-day operational details; assists co-workers with tasks as needed.
• May maintain and issue chip keys for automatic fuel systems and provide assistance as required to fuel customers.
• May serve as liaison between the Department Head, Managers, Employees, Human Resources, Payroll, and other City departments in matters relating to personnel or payroll; may provide information/assistance regarding employee benefits, payroll, procedures and other issues; may distribute forms/documentation as requested; may respond to routine questions, research problems/complaints, and initiate problem resolution.
• May be responsible for time cards distributed to each employee (full and part-time); computing time and reporting to Finance. May distribute paychecks to applicable employees.
• Performs other related duties as required.

Required Qualifications

Graduation from high school or GED equivalent supplemented by coursework/training in Office Support, Secretarial Science equivalent to 1 year of college and 9 months office support, secretarial or closely related experience; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Requires a valid driver’s license.