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GENERAL DESCRIPTION
Under general supervision, to perform a variety of clerical duties in support of Water Administration, including maintaining administrative records, forms, and files, and providing assistance to the Executive Assistant – Water Administration and Division staff.
SUPERVISION EXERCISED
This position exercises no supervision.
IMPORTANT AND ESSENTIAL DUTIES
Serve as receptionist for Water Administration by receiving and responding to telephone calls and walk-in requests from the public, contractors, and employees, providing information regarding City policies, procedures, and activities.
Prepare and process routine reports, correspondence, and forms.
Provide clerical assistance in support of meetings, including scheduling, preparing agendas, and recording notes.
Perform filing, data entry, and scanning of departmental records to support digital recordkeeping.
Process and distribute incoming and outgoing mail.
Order and maintain office supplies inventory.
Assist with preparing vouchers, check requests, and purchase requisitions.
Support the Executive Assistant – Water Administration with special projects, budget preparation, and other administrative tasks.
OTHER JOB RELATED DUTIES
Perform other job related duties and responsibilities as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
Standard office practices, procedures, and equipment.
Basic principles of recordkeeping, filing systems, and effective customer service techniques.
Microsoft Office Suite applications, including Word, Excel, and PowerPoint.
Skill to:
Accurately type, file, and enter data with attention to detail.
Operate office equipment such as computers, copiers, scanners, and related technology.
Provide courteous and effective customer service in person, by phone, and via email.
Ability to:
Communicate clearly and concisely, both orally and in writing.
Perform administrative tasks efficiently, accurately, and independently.
Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.
Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.
Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.
Experience and Training Guidelines:
For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through:
Experience:
One (1) year of clerical or office support experience is preferred.
Education/Training:
A high school diploma or GED is required.
License or Certificate:
A valid Texas driver's license, the ability to obtain one within ninety (90) days of employment, or a military waiver is preferred.
Special Requirements:
Essential duties require the following physical skills and work environment:
With or without accommodation, the “X” indicates the overall strength demand of the position during a typical workday:
___ Sedentary – lifting of no more than 10 pounds
_X_ Light – lifting no more than 20 pounds; carrying up to 10 pounds
___ Medium – lifting no more than 50 pounds; carrying up to 25 pounds
___ Heavy – lifting no more than 100 pounds; carrying up to 50 pounds
___ Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds
Physical Demand Codes: The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:
Codes for how often:
N = No
E = Extensive (100 – 70% of the time)
M = Moderate (60 – 30% of the time)
I = Infrequent (20 – 10% of the time)
A = Almost Never (<10% of the time)
Code / Task
_M_ Standing
_E_ Sitting
_M_ Walking
_I__ Lifting
_I__ Carrying
_I__ Pushing/Pulling
_I__ Overhead Work
_E_ Fine Dexterity
_I__ Kneeling
_I__ Crouching
_I__ Crawling
_E_ Bending
_E_ Twisting
_A_ Climbing
_E_ Balancing
_M_ Vision
_E_ Hearing
_M_ Talking
___ Other: _____________________
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