Job Title

Job Family

Job Code

Job Exempt

Staff Assistant - C

Non_Bargaining

XAA04

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

C20

Hourly

$18.19

$23.19

$28.19

Job Description

Performs varied, complex secretarial and/or clerical work of above-average difficulty and usually of a specialized nature involving complicated and varied procedures or work methods and permits reasonable initiative and independent judgment. Primary functions include maintaining complex records, gathering and developing statistical data for reports, providing information/customer service, interviewing, and verifying technical information. This position requires applying specialized knowledge in interpreting ordinances, rules, regulations, or procedures, working independently on certain assignments, and/or overseeing the work of a small clerical staff performing routine repetitive duties. Work is performed according to general instructions and/or established guidelines, which apply to most usual work situations. Work problems involving significant departure from standard policy or procedure are reviewed with the Supervisor for final determination. Work is generally reviewed through random spot checks of records or discussion of problems. However, unusually important or complicated assignments are checked in detail upon completion.

Minimum Qualifications:

High School Diploma/G.E.D. Certificate and two (2) years of clerical and/or secretarial experience; or an equivalent combination of education, training, and experience. Most positions require typing proficiency. Some positions may require a typing speed of 25-60 WPM and a Dictaphone speed of 60-80 WPM.

Responsibilities

EXAMPLES OF WORK PERFORMED:

Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Classifies, codes, consolidates, and posts information for confidential or technical reports (i.e., minutes, reports, documentary files, inspections, permits and licenses, and other complicated documents) in an established filing system containing varied subject matter files; may also index and file material; may retrieve information from microfilm/micro-fish.

Gathers and organizes information from various sources (i.e., index cards, logs, work orders, reports, etc.) and types statistical reports.

Researches varied records and files, retrieves and provides information according to department policy; may summarize data and prepare reports.

May interview and assist persons in completing applications for employment, EEO complaints, permits, or licenses; reviews and verifies accuracy of information submitted (applications, licenses, plans, etc.); explain department policy and/or code requirements.

May take dictation and transcribe memorandums, statements, reports, minutes and other material.

Types and transcribes lengthy technical, statistical, and/or financial information using word processing equipment.

Creates forms, formats, statistical graphs, charts, and other unique typing jobs; reviews and reconstructs material for proper format, grammar, continuity, and punctuation to ensure final document is complete and accurate.

Establishes and maintains electronic document retention files to include the identification, indexing, and storage of information on appropriate diskettes.

Attends meetings and conferences; takes and transcribes minutes and makes the necessary distributions.

Composes and types correspondence of a routine nature; revises and develops formats for forms and reports.

Collects and organizes data from various sources and prepares routine and periodic reports; may tabulate and verify totals.

Establishes and maintains a comprehensive filing system; maintains and updates office manuals.

Receives telephone calls and provides information regarding the operations and procedures of the assigned area; refers difficult or unusual situations to supervisor; may perform office reception duties.

Answers difficult inquiries and customer complaints, explains functions and services of department; requests action from proper department and records action taken/results obtained.

Maintains appointment calendar and schedules appointments as instructed; advises supervisor of important meetings; makes travel arrangements as requested.

Maintains time and attendance records and may prepare payroll for the supervisor's signature.

Monitors office supply inventory and prepares requisitions for supplies, printing and other services.

May assign and check work of small clerical staff.

May operate word processor, computer terminal and other office equipment.

Performs other related secretarial and clerical tasks as required.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of English composition, general math, and office practices and procedures.

Knowledge of word processing and spreadsheet applications.

Ability to take and transcribe dictation at a prescribed rate of 60 wpm.

Ability to type between 45 and 60 cwpm.

Ability to operate personal computer and related equipment.

Ability to sit for extended periods of time.

Ability to work independently and adhere to established routines and practices.

Ability to establish and maintain effective working relationships with employees and the public.

Ability to learn codes/procedures of assigned area, and to maintain moderately complex records.

Ability to communicate effectively orally and in writing.