Work involves performing a variety of office assistance, routine data entry and general clerical duties of limited complexity which requires the execution of established policies and procedures based on knowledge gained through experience on the job. Work performed is often a segment of a process, procedure or project for a particular function or program of work in an office. Work involves performing data entry, maintaining records, files, and data; preparing and ensuring the accuracy and completeness on submitted forms and reports; calculating and tracking costs, responding to inquiries, preparing routine correspondence, answering telephones, and collecting fees. Assignments are received orally or in writing from a Supervisor. Additional guidance is provided through Federal, State, and local laws, ordinances, regulations and Departmental and City policies and procedures. The incumbent independently performs routine data entry and general clerical support referring unusual problems to a Supervisor. Work is performed in accordance with established policies and procedures. Work is reviewed through reports, conferences, and through evaluations for timeliness, accuracy and completeness and for adherence to established policies and procedures. No supervision is exercised over other employees. Performs data entry; operates a computer for record keeping and document processing to input and retrieve data in support of Departmental operations; maintains records, files, compiles reports. Tracks, calculates, types, processes, reviews for accuracy or completeness, and maintains data related to work orders, payments, remittances and other records in accordance with established policies and procedures; calculates costs related to labor, materials, and equipment; opens and closes work order requests; assists employees and the public in the completion of forms. Responds to inquiries from the public; answers, screens, and forwards telephone calls; greets visitors; records and relays messages and appointments as necessary; disseminates information via telephone, fax, or in hard copy; documents complaints and requests; relays messages, orders, and instructions to personnel in the field via radio communication; responds to routine complaints; provides contractors with billing information; maintains calendar of events and schedules; coordinates meetings, appointments and facility use. Receives, prepares, codes, reviews, edits, posts, records, researches, and processes reports and/or payments, invoices, purchase requisitions, remittances, time cards, personnel records, police records, training certifications, and other records according to established procedures. Utilizes a computer and applicable software, printer, scanner, two way radio, city vehicle, multi-line phone system, microfilm reader, calculator, and standard office equipment while performing essential functions. Copies, microfilms, retrieves and distributes files, records, reports and other written materials. Communicates with the public, other departments, utilities, vendors, suppliers, media, delivery people, schools, various companies, organizations, professionals, and public officials while performing essential functions. Opens and distributes mail; packages and mails outgoing mail; updates bulletin boards. Requires regular and prompt attendance plus the ability to work well with others and work well as a team. Orders and maintains office and/or janitorial supplies. Performs errands. Assists other personnel as needed. May assist with training new clerical employees. Responds to on call emergencies related to natural disasters such as tornadoes, earthquakes, and landslides, as well as ice and snow emergencies; assists with coordinating response; may plot position and progress of crews.
PHYSICAL AND ENVIRONMENTAL FACTORS:
Work is performed primarily in an office environment. Work may also be performed in the field on occasion and involves everyday risks or discomforts which requires normal safety precautions when operating equipment and performing the work. Work is essentially sedentary with occasional walking, standing, bending, and carrying items under 25 pounds such as books, papers, office supplies, and file folders. Work requires the physical ability to sit in confined seating for extended periods of time, and operates a computer keyboard.
Applicants May Obtain a Copy of the City of Huntsville’s EEOP Short Form Upon Request
ALL APPLICATIONS MUST BE SUBMITTED BY 6:00 P.M. ON THE CLOSING DATE LISTED ABOVE.
Essential and Marginal Functions of Work:
Knowledge, Skills and Abilities Required:
Minimum Education, Training and Experience:
High school diploma from a school accredited by a regional accrediting agency recognized by the U.S. Department of Education or GED certificate issued by the appropriate state agency and some experience performing clerical work and data entry; or any equivalent combination of education, training, and experience that demonstrates the following listed knowledge, skills, and abilities. Knowledge of Federal, State, and local laws, codes, ordinances, regulations and Departmental and City policies and procedures in area assigned. Knowledge of computers and applicable software. Knowledge of business English, spelling and arithmetic. Knowledge of records management policies, procedures, and processes. Knowledge of office practices, procedures, and equipment. Knowledge of filing systems. Knowledge of components, parts, and other equipment in assigned area. Ability to calculate and maintain accurate records.
Ability to type on a computer keyboard and applicable software for lengthy periods at a reasonable rate of speed performing data entry and clerical support functions. Ability to set up and manipulate spread sheets. Ability to maintain and use an alphabetical and numerical filing system. Ability to operate computer and applicable software, printer, and scanner, paging system, two way radio, city vehicle, multi-line phone system, microfilm reader, calculator, and standard office equipment, while performing essential functions. Ability to disseminate information in a timely and accurate manner. Ability to prioritize and organize work. Ability to work on multiple tasks at one time. Ability to understand and interpret departmental rules, regulations, procedures and instructions both orally and in writing. Ability to interact with the public and provide information in a polite and efficient manner both in person and on the telephone. Ability to speak clearly and concisely on a telephone. May require the ability to read plans, descriptions, maps and plats.
Located in North Alabama in the heart of the Tennessee Valley, Huntsville is a thriving community with roots dating back to the old cotton...