CITY OF MAITLAND
STAFF ASSISTANT
NON-EXEMPT

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

PURPOSE OF POSITION:

Performs a variety of routine and complex clerical, secretarial and administrative support work in keeping official records, providing support to the department director/chief or other designated supervisors.

ESSENTIAL JOB FUNCTIONS:

Under direction of a department director/chief or other designated supervisor, researches, drafts, types, and reviews correspondence, charts, and reports.

Arranges for and records conferences and meetings when directed.

Receives, screens, and routes telephone calls, visitors, and mail.

Maintains appointment schedules and calendars.

Maintains office filing system, administrative logs and reports.

Responds to general public inquiries, explains procedures and brings to the attention of the supervisor or other staff member, as needed.

Reviews and routes mail and other written communications; determines and identifies items that require immediate attention.

Handles petty cash and other monetary funds.

Processes purchase orders, travel requests and other expenditures; orders and maintains office supplies.

Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.

Assists in the preparation of payroll time sheets, personnel history and change of status forms and other related personnel documents.

Work requires constant speaking and hearing, frequent sitting, some stooping, reaching and walking.

OTHER JOB FUNCTIONS:

General housekeeping, delivering messages, and attending general meetings.

Performs all other duties as assigned.

CRITICAL SKILLS/EXPERTISE:

Working knowledge of computers; working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices.

Skill in operation of listed tools and equipment.

Ability to make arithmetical computation and tabulations rapidly and accurately; ability to prepare effective correspondence on routine matters, and to perform routine office management details without referral to supervisor; ability to establish and maintain effective working relationships with superiors, other employees, and the general public; ability to communicate effectively verbally and in writing; ability to handle stressful situations.

EQUIPMENT USED:

Personal computer including word processing and spreadsheet software; typewriter; fax machine; copier; postage meter; and telephone.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk, use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to focus.

WORK LOCATION AND ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work location is in administrative offices in the department of assignment. The noise level in the work environment is usually quiet.

MINIMUM QUALIFICATIONS:

High school graduate or equivalent, plus course work in secretarial science. Two or more years of responsible secretarial experience in a professional office environment. Proficient in the use of personal computers; word processing and spreadsheet software, Microsoft Word and Excel.

Must possess the National Incident Management System (NIMS) IS-700 within 30 days of employment and the ICS-100 within 90 days of employment. There may be additional NIMS required, which will be scheduled by your Supervisor.