City of Houston
DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS
Assists manager(s) and assistant manager(s) in the coordination of office management and
operational activities by performing varied clerical tasks and administrative support duties in the assigned division.
RESPONSIBILITIES:
- Answers telephone to screen and distribute calls, takes messages and answers simple questions. Greets and announces visitors. Receives and directs inquiries or comments regarding services.
- Opens, sorts and distributes mail. Handles incoming routine correspondence using
- standardized responses or formats. Sends faxes, packages and mail.
- May carry out a business operation function or project based on goals and instructions established by supervisor.
- Photocopies, collates and distributes correspondence, procedures, articles, reports, policies, bulletins, etc. Handles other reproduction needs including assembling manuals and reports, collating and binding or arranging outside services when needed.
- Types and proofreads correspondence, reports, forms, documents, etc. Composes and prepares simple and routine correspondence for supervisor’s approval. May maintain correspondence and assignment logs. Tabulates and prepares periodic and special reports.
- Maintains calendar by scheduling meetings and appointments and making travel arrangements. Prepares and submits expense reports for management personnel.
- Gathers and prepares materials and information for staff and business meetings and
- presentations.
- Coordinates meetings by arranging meeting locations, distributing meeting notices, agendas and information, procuring audio/visual equipment, and ensuring proper setup. May prepare meeting minutes.
- Maintains a filing system for correspondence, time and attendance, reports, documents, complaints, financial records, budget information on section operations, general information on departmental operations, etc.
- Procures necessary supplies and services (e.g., office supplies, telephone change orders, equipment repair and maintenance, office furniture, office forms, etc.)
- May prepare, verify, and report time and attendance for management’s signature.
- This job description is not to be construed as all-inclusive. Instead, the job duties listed above are intended to describe the general nature, type and level of work to be performed.
- All duties and responsibilities may not be included in the above job descriptions.
WORKING CONDITIONS
The position occasionally requires stooping or bending. Occasional very light lifting, such as three or four reams of papers or books (up to 20 pounds or an equivalent weight) may be required.
There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions.
“Must be able to pass a criminal background check, obtain and maintain federally
mandated security clearance where required.”
If applicable, the applicant’s past performance evaluations, past and present supervisory
recommendations, and/or Internal Affairs complaint history will be reviewed and
considered.
MINIMUM REQUIREMENTS
EDUCATIONAL REQUIREMENTS
Requires a high school diploma or a GED.
Certification: May be required to pass a City administered typing test with a typing speed of 60
words per minute with no more than 6 errors.
EXPERIENCE REQUIREMENTS
Two years of clerical or administrative support experience are required.
LICENSE REQUIREMENTS
None
PREFERENCES
**Preference shall be given to eligible veteran applicants provided such persons possess the
qualifications necessary for competent discharge of the duties involved in the position applied
for, such persons are among the most qualified candidates for the position, and all other factors
in accordance with Executive Order 1-6.**
GENERAL INFORMATION
SELECTION/SKILLS TESTS REQUIRED
Department may administer skills assessment test.
SAFETY IMPACT POSITION NO
SALARY INFORMATION
Factors used in determining the salary offered include the candidate’s qualifications as well as the pay rates of other employees in this classification.
We can contact the HR Personnel on your behalf to review your application.
To apply for this job please visit www.governmentjobs.com.