This is responsible office administrative work.
Nature Of Work
Employees in this class perform administrative assignments of considerable difficulty as assistants to department directors or governing councils, performing independent work and supervising subordinate clerical employees engaged in performing customer service, cashiering, and general clerical activities. Some positions involve serving as principal assistant to a higher level supervisor and overseeing administrative activities of a specialized nature. Under general supervision, employees exercise considerable initiative and independent judgment, apply experience and technical knowledge, enforce operating rules and regulations, and promote effective public relations. Skill in typing, taking/transcribing dictation, or operating personal computer might be required. Tact and courtesy are required in contacts with the general public. Work is reviewed through conferences, observation, reports submitted, and results obtained.
Examples of Duties
Coordinates, supervises, and transmits instructions of an established nature to relieve supervisor of clerical details; acts as an administrative liaison between higher governing organizations; reviews and verifies work of others, including subordinate personnel, for accuracy and completeness. Performs the more complex secretarial duties for a department director; takes and transcribes dictation; establishes and maintain files; processes departmental mail; establishes procedures and controls for administrative operations; utilizes personal computer to prepare correspondence, reports, and other items; takes messages and responds to requests from the public; prepares, changes and maintains forms. Completes and mails routine forms or form letters to facilitate processing; completes work related reports; assists in budget preparation and/or personnel activities through gathering, organizing, and compiling data; schedules meetings, appointments, and other events; completes daily time/activity reports; composes, edits, and/or prepares correspondence, reports, and administrative forms, sometimes of a confidential nature. Supervises and coordinates administration of special sewer service or general utility accounts; assists in review of delinquent accounts and determination of collection procedures; provides information and attends to complaints; initiates, maintains, transfers, adjusts, and terminates customer accounts; supervises maintenance of computerized billing records. Informs public of location of city facilities, infrastructure, and other engineering information from city drawing archives and aerial photographs; establishes and promotes effective working relationships with the public, municipal officials, and other employees through diplomatic communication and processing of inquiries and complaints. Accounts for and controls property assigned to department; requisitions, receives, processes, and disposes of property in accordance with established regulations and procedures; processes, reviews and maintains purchase orders; establishes and maintains building security procedures. Supervises and trains subordinate personnel; prepares work schedules, insuring that all shifts are adequately covered; assigns work; approves/disapproves leave requests; completes performance evaluations; recommends personnel actions such as discipline, reprimands, demotions, suspensions, and dismissals in order to correct or terminate inappropriate or unacceptable work behavior. Conducts field investigations to verify information, resolve problems, assess the impact of services; counts funds and reconciles; documents customer complaints; balances receipts, transactions, and related payment amounts to totals to ensure accountability of transactions; calculates payment and completes deposit slips and puts money in bag; verifies customer account information. Operates, cleans, and performs minor adjustments and maintenance on various office machines. Performs related work as required.
Knowledge, Skills & Abilities
Considerable knowledge of: business English and mathematics; rules, regulations, procedures, and functions of the department to which assigned, as well as appropriate municipal, state, and federal codes, ordinances, resolutions, and regulations; standard office practices, procedures, and equipment; municipal organization, programs, and policies.
Working knowledge of: general record keeping practices and procedures; financial records keeping procedures and credit and collection practices, where required; personal computers and related software; the practices and procedures of cashiering.
Some knowledge of: effective supervisory techniques.
Ability to: understand and follow complex oral and written instructions; prepare clear and concise written reports, and maintain complex records using a variety of source materials; assimilate information, interpret written and numerical data, and arrive at decisions independently in accordance with established rules and regulations; establish and maintain effective working relationships with employees and the public; assign, supervise, train, and review the work of subordinate employees in a variety of clerical and administrative assignments; receive cash, record payments, and calculate and give change with speed and accuracy where required.
Ability and skill in: typing, taking and transcribing dictation, or operating personal computer, when required; operation and minor maintenance of office machinery and other equipment.
Graduation from an accredited high school, supplemented by business college or courses in business administration or a related field, and three (3) years of progressively responsible specialized office or administrative experience, with six (6) months supervisory or lead experience.
Licenses or Certifications
Possession of a valid drivers license may be required.
Evaluation of education and experience. Drug testing is included in all pre-employment processing.
During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.