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Performs difficult skilled clerical and intermediate administrative work providing administrative and office management assistance to a City executive; does related work as required. Work is performed under regular supervision. Supervision may be exercised over subordinate personnel.

Essential Functions/Typical Tasks

Receiving, screening, and processing telephone calls and serving as receptionist for department director; typing, word processing and data processing duties; preparing and maintaining files and records.

(The following tasks are intended only as illustrations of the various @types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

Receives calls and callers for the department director and associated staff and ascertains nature of business; receives and responds to inquiries and complaints; provides information; forwards calls or directs visitors to appropriate party.

Answers questions and responds to inquiries or complaints on departmental operations, policies, and procedures.

Maintains employee and personnel records, reviews records for accuracy; schedules and tracks evaluation process.

Assists with processing accounts receivable, accounts payable, payroll, budgetary and other financial data; reconciles invoices with payment vouchers; performs calculations and posts to statistical and other records applying knowledge of regulations.

Prepares and maintains a variety of office files, accounts, and other records; assists with budget process; compiles information and verifies data; prepares a variety of reports.

Takes and transcribes dictation; @types a variety of documents including correspondence, forms, reports, purchase orders, requisitions, resolutions, ordinances, proclamations, meeting minutes, agendas, and related documents, etc. where a knowledge of format and presentation is necessary; composes correspondence independently.

Undertakes special projects as assigned by department director.

Maintains supervisors calendar, schedules appointments, responds to invitations and schedules interviews.

Assist in the processing of IT Helpdesk requests; prepares/reviews reports of Helpdesk orders.

Processes service requests; prepares work orders; receives, receipts and deposits various revenues.

Maintains inventories and orders supplies; assists in the maintenance of the department website and other social media interfaces.

Trains and oversees subordinate clerical personnel; participates in recruitment and selection of employees where applicable.

Attends meetings, compiles and @types agenda; prepares minutes of meetings; prepares files and forwards action needs to proper department or resource.

Sets up, supervises, and ensures the maintenance of filing systems; oversees records retention management; develops office procedures.

Retrieves, opens, stamps, and distributes mail; runs errands as necessary.

Performs related tasks as required.

Knowledge, Skills and Abilities

Thorough knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of the organization and functions of the department and of general administrative policies and practices; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to @type and transcribe dictation and recordings at a rate of 45 words per minute; ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor; skill in the operation of standard office equipment including transcribing equipment and recorders; ability to operate word, desktop publishing and spreadsheet software packages; ability to establish and maintain effective, working relationships with associates and the general public and to deal with public relations problems courteously and tactfully.

Requirements

Education and Experience Any combination of education and experience equivalent to graduation from high school and extensive experience in secretarial and office work in the office of an executive.

Special Requirements Possession of an appropriate drivers license valid in the State of North Carolina. May require possession of Notary Public licensure.

The City is an Equal Opportunity Employer.

City of New Bern

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