Job Information
City of Clarksville Administrative Support Specialist in Clarksville, Tennessee
Description
GENERAL STATEMENT OF JOB: This is the third of four levels in the Administrative Support series. Incumbents provide primarily non-routine administrative support to a department or function. Duties require the interpretation of policies and procedures and the use of independent judgment. Responsibilities may include taking formal meeting minutes; tracking expenditures and budget status; creating unique, complex documents and correspondence; compiling, reviewing, correcting, and approving data; maintaining an inventory of supplies and/or equipment; preparing bids; and performing the duties of the lower levels. Incumbents may provide work direction to lower-level staff. PLEASE NOTE: PRIOR EXPERIENCE WITH MUNIS AND EXECUTIME SOFTWARE IS A PLUS.
Example of Duties
Essential Functions:
Composes, edits, and reviews a variety of standard and/or specialized correspondence, reports, documents, applications, forms, violations, memos, and/or other applicable materials.
Prepares meeting agendas and minutes; attends meetings and takes formal meeting minutes; distributes meeting minutes to appropriate individuals.
Reviews and corrects a variety of data, confidential records, and information for the department.
Organizes and maintains files, including creating and maintaining confidential department/employee files; files documents alphabetically, numerically, or by other prescribed methods.
Maintains appropriate office supply levels within assigned area of responsibility; requisitioning supplies as needed.
Tracks a budget and monitors expenditures.
May prioritize and assign work to lower-level staff; monitor the performance of lower-level staff; train staff on work methods and procedures; and participate in staff evaluations.
Performs other related work as required.
Typical Qualifications
MINIMUM EDUCATION AND TRAINING Education and Experience:
- High school diploma or GED equivalent.
License and Certifications
- Some positions may require certification in their area of responsibility.
Supplemental Information
MINIMUM QUALIFICATIONS AND STANDARDS REQUIRED Knowledge, Skills, and Abilities: Knowledge of:
Modern office procedures and equipment.
Recordkeeping principles.
Mathematical concepts.
English language, grammar, and punctuation.
Report preparation techniques.
Filing systems.
Basic budgeting principles.
Customer service principles.
Computers and related software applications.
Skill in:
Maintaining records and files.
Preparing meeting agendas and minutes.
Preparing specialized documents.
Preparing reports.
Using proper English, grammar, punctuation, and spelling.
Monitoring a budget.
Using computers and related software applications.
Maintaining confidentiality.
Prioritizing and assigning work.
Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the public, etc. sufficient to exchange or convey information and to receive work direction.
Physical Requirements:
The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Additionally, the following physical abilities are required:
Feeling: Perceiving attributes of objects, such as size, shape, temperature, or texture by touching with skin, particularly that of fingertips.
Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
Grasping: Applying pressure to an object with the fingers and palm.
Handling: Picking, holding, or otherwise working, primarily with the whole hand.
Hearing: Perc iving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination sound.
Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. It occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
Mental Acuity: Making rational decisions through sound logic and deductive processes.
Pulling: Using upper extremities to exert force to draw, haul or tug objects in a sustained motion.
Pushing: Using upper extremities to press against something with steady force to thrust forward, downward, or outward.
Reaching: Extending hand(s) and arm(s) in any direction.
Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
Standing: Particularly for sustained periods of time.
Stooping: Bending body downward and forward by bending spine at the waist. It occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
Visual ability 1: sufficient to perform an activity like preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.
Walking: Moving about on foot to accomplish tasks, particularly for long distances or move from one work site to another.