Job Description
Position performs a variety of routine and complex clerical, secretarial, and administrative work in keeping official records, providing administrative support to the head of a department or a higher-level executive, and assisting in the administration of the standard operating policies and procedures of the department. SUPERVISION RECEIVED Position works under the general supervision of the Department Head. SUPERVISION EXERCISED Position may supervise other non-exempt full time, part time or temporary staff. ESSENTIAL DUTIES AND RESPONSIBILITIES Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, cashiering, data processing, and bookkeeping. Answers in-coming calls and routes callers or provides information as required. Receives the public and answers questions; responds to inquiries from employees, citizens, and others; and refers, when necessary, to appropriate persons. Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness. Assists the department head in researching, writing, and editing data for reports, budgets, contracts etc. Schedules meetings and arranges the physical space for various boards, commissions, or committee meetings and attends meetings as required by department head. Coordinates travel plans for staff. Prepares records such as payroll, notices, minutes, and resolutions. Acts as a custodian of departmental documents and records. Establishes and maintains filing systems, control records, and indexes using moderate independent judgment. Maintains inventories and orders office supplies and materials, maintains records relating to the departmental budget. Schedules appointments and performs other administrative and clerical duties in the maintenance of the department head’s calendar. Maintains a suspense file on upcoming department matters to be handled or that requires the attention of the department head. Operates a vehicle to conduct department business as requested by department head. Performs other work related duties as assigned. FINANCE Assists Director in the preparation of budget. Assembles all data and prepares final budget document packet. Handles special projects for the Finance Department as assigned by the Department Director. Assists Director in the preparation of the Comprehensive Annual Finance Report. Maintains originating file and database on contract payments. Records payments and files original contracts. Serves as backup for telephone operator when the telephone operator is away i.e. lunch, vacation, sick leave, etc. Responsible for purchasing supplies for department and maintaining inventory. Processes and records receipt of Franchise Tax Payments, City Court Payments, & Miscellaneous Revenue Payments. Receive bids, proposals, quotes, and then compiles documents required to document proper procurement. Acts as liaison between Finance and other departments. DESIRED MINIMUM QUALIFICATIONS Education and Experience Graduation from a high school or GED equivalent with specialized course work in general office practices such as keyboarding, filing, accounting, and bookkeeping; Four years of related clerical experience as a clerk or secretary with the city or; Two (2) years of increasingly responsible secretarial experience, or any equivalent combination of related higher education and experience. Necessary Knowledge, Skills and Abilities: Ability to type 55 WPM; Working knowledge of computers and word processing, spreadsheet and data base software; working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices. Ability to achieve a score of 70% on Word and 50% on Excel; Ability to transcribe information from machine may be required based on department need; Skill in operation of listed tools and equipment; Ability to perform cashier or accounting duties accurately; Ability to effectively meet and deal with the public; Ability to communicate effectively verbally and in writing; Ability to handle stressful situations; and Ability to handle multiple tasks and meet deadlines. Ability to travel between city properties and facilities. SPECIAL REQUIREMENTS Must possess a valid Driver’s License Type : INTERNAL & EXTERNAL Location : FINANCE Posting Start : 05/13/2026 Posting End : 12/31/9999 MINIMUM HOURLY RATE: $19.71