City Of Raleigh North Carolina Raleigh , NC 27611
Hiring range: $38,242 - $44,270 (promotional hiring range may vary). This class is the third level in a five-level Administrative Support Series devoted to providing clerical and office support activities and administrative coordination. Incumbents provide skilled clerical and specialized administrative support for one or more professional staff or a departmental function, as assigned. Work is varied and depending upon assignment, may include responsibility for program logistics, event logistics and/or customer support. Work may include compiling data and preparing reports; typing documents of varying complexity; composing original correspondence; maintaining files, records and inventories; developing office procedures; providing procedural and technical information to staff and the public; performing data entry; maintaining and updating spreadsheets; preparing presentations that include maps, graphs and charts; maintaining payroll, time and expense records; ordering and maintaining supplies; coordinating mail and other correspondence; and preparing public information and outreach materials.
Duties and Responsibilities
Provides specialized administrative support including: preparing agendas and compiling meeting information materials; attending meetings and preparing minutes; reviewing and screening correspondence; coordinating schedules and calendars; developing office procedures and recommending process improvements; and/or monitoring budget-related expenses and account allocation.
Prepares and updates correspondence, presentations, charts, graphs, spreadsheets, newsletters, meeting notices, website content, policy and/or other process documentation related to assigned area; gathers, prepares and organizes materials and information for documentation and reporting updates.
Reviews approvals and processes various forms and documents which may include requisitions, vouchers, expense reimbursement requests, payments, work orders, contract documents, invoices, personnel-related reports/records, job postings, registrations, renewals, and/or travel and expenditure requests/authorizations; monitors schedules and deadlines for document processing; reconciles statements; routes documents; coordinates unscheduled forms/document processing.
Provides customer support by responding to internal and external inquiries and information requests; performs basic research; routes specific requests to appropriate resource; takes and delivers messages.
This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the Department.
Updates and maintains database information and related reports; researches and retrieves information; reviews data for accuracy and makes corrections; and identifies data issues.
Performs records retention duties in accordance with established policies and procedures; scans and maintains documents, files and records; assists with records and procedural audits.
Provides logistics support in the coordination and/or setup of meetings, travel, events, equipment, supplies, and facility spaces; provides technical support related to equipment and audiovisual systems; monitors payment and schedule deadlines.
Monitors and maintains supplies and materials of assigned area; monitors equipment maintenance needs; obtains vendor quotes; initiates requisitions for materials and/or service; performs order tracking.
Performs other duties of a similar nature and level as assigned.
Compiles and prepares agendas and material for meetings of the Executive and Technical Body of the MPO. Gathers information from managers, staff and others as appropriate. Prepares draft agendas, obtains clarification and approvals, and ensures distribution to appropriate individuals. Handles preparation, review and filing of records of meetings (minutes or summary notes). Maintains department records and audit trails in support of MPO and City Department and other important meetings. Interacts with internal and external contacts, including City management, citizens, representatives from other governmental agencies, MPO member agencies and other parties involved in the MPOs' work activities, and vendors on a variety of departmental issues. Responds to questions and provides information; refers unresolved issues to Director or other upper level of management.
Provides complete administrative support to the MPO Director and other management staff. Schedules training of staff at time of hire and on an on-going basis. Interacts with Director and other management staff to understand needs, time lines, and establish priorities. Determines work procedures and work priorities, prepares work schedules, and expedites workflow. Examines work for exactness, neatness, timeliness, and conformance to policies and procedures. Studies and suggests methods to standardize procedures to improve efficiency of staff processes. Maintenance of databases and financial, operational, travel expense, and budget records as needed and as backup for Grants Manager. Prepares a variety of confidential and sensitive correspondence such as minutes, memos, letters, agenda, and status reports in support of departmental operations.
Education and Experience
High School Diploma or GED and four years of related clerical and/or office support experience
An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above, unless otherwise subject to any other requirements set forth in law or regulation.
A valid NC Class C Driver's License with satisfactory driving record.
Depending on assignment, some positions may require:
Standard practices, methods and materials of assigned work.
Business math concepts.
Filing and record-keeping principles.
Occupational hazards and applicable safety principles and practices.
Uses and properties of supplies and equipment.
Applicable federal, state and local laws, codes, regulations (based on assignment).
Customer service principles.
Specialized equipment relevant to area of assignment.
Modern office technology.
Composing and maintaining basic original documents including reports, presentations, and correspondence.
Performing basic original research, compiling and assembling data.
Organizing tasks, meeting deadlines and prioritizing competing demands.
Following directions and meeting standards.
Providing attention to detail in assignments.
Proofreading and error correction.
Business math computations.
Organizing and maintaining records and files.
Maintaining and updating data and documentation.
Comprehending reference books and manuals.
Operating assigned tools and equipment.
Scheduling meetings, determining basic meeting needs and making required arrangements.
Interpreting and applying applicable laws, codes, regulations and standards (based on assignment).
Providing customer service.
Utilizing a computer and relevant software applications.
Utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisors, the general public and others to sufficiently exchange or convey information and to receive work direction
ADA and Other Requirements
Positions in this class typically require: reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, talking, hearing, seeing and repetitive motions.
Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work, and the worker sits most of the time, the job is rated for Light work.
Work is routinely performed in an indoor, office environment.
This job classification description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and Fair Labor Standards Act (FLSA) designation may vary based on the specific tasks assigned to the position.