Divisional Assistant

City of Toledo•Toledo, OH

2d•Onsite

About The Position

Under general supervision, performs work of moderate difficulty in completing a variety of secretarial functions in connection with the operation of an administrative unit or division, including the transcription of difficult and/or highly confidential dictation. Performs related work as required.

Requirements

Graduation from high school or General Educational Development (G.E.D.) Tests equivalency.
Three (3) years of office clerical experience, of which one (1) year must have included the use of a word processing program on a personal computer.
Must be able to type at the rate of 45 words per minute.
Knowledge of modern office procedures, practices and equipment.
Knowledge of business English, grammar, punctuation, spelling, and capitalization.
Knowledge of personal computer operations and the use of Microsoft Office software.
Knowledge of numerical and alphabetical record locating/filing systems.
Knowledge of terminology, forms, and documents pertinent to position assignment.
Knowledge of departmental rules, regulations and procedures governing assigned work.
Knowledge of some provisions of employee bargaining unit agreements.
Knowledge of some functions of other City divisions and departments.
Skill in maintaining records and in preparing routine reports.
Skill in following established procedures.
Skill in verifying of alpha/numerical information.
Skill in the use of a personal computer and other related office equipment.
Skill in verbal and written communication.
Skill in dealing with the public.
Skill in receiving and making change with accuracy and speed.
Skill in reading and understanding job related documents.
Skill in maintaining confidentiality of information and materials.
Ability to work with individuals of diverse backgrounds.
Ability to establish and maintain effective working relationships with subordinates, peers, superiors, vendor representatives and clients.
Ability to coordinate people and paper flow to ensure efficient and smooth office operations.
Ability to interpret standard departmental policies and procedures.
Ability to utilize independent judgement to effectively perform assigned work.
Ability to understand and follow verbal and written instructions.
Ability to prepare and/or maintain a variety of office records or reports.

Nice To Haves

Graduation from an accredited college or university with an Associate's Degree in Administrative Office Technology, Business Management Technology or a closely related area may be substituted for one (1) year of experience in either general or personal computer experience.
Position assignment may require the possession of a valid driver's license.

Responsibilities

Composes and prepares correspondence on routine matters and signs supervisor's name as authorized.
Schedules meetings and appointments and makes necessary reservations.
Receives and dispenses information to the general public and other departments, either in person or over the telephone.
Transcribes a variety of long and difficult dictation including correspondence, legislation, briefs, pleadings, miscellaneous agreements, contracts, ordinances, petitions, complaints, legal opinions, releases, requisitions, vouchers and various other standard forms and reports.
Takes and transcribes manual dictation, including minutes of meetings.
Reviews correspondence, materials and other records of a confidential nature, including but not limited to, grievances, disciplinary actions, legislation, administrative policies and procedures and collective bargaining agreements, including supportive documentation and recommended revisions to same.
Works in a close continuing relationship with management on sensitive and confidential information and in conducting routine research to provide statistical and substantive data used in legal procedures, including the collective bargaining and other labor-related processes; receives, opens, prioritizes and distributes mail.
Maintains complex files and records and compiles and/or prepares routine reports, which may include payroll.
Requisitions, receives and checks incoming office supplies against requisitions and stores away.
Acts as a liaison between supervisor and other administrative staff.
May research periodicals and bulletins for information of value to the operation of the department to which assigned.
Operates a typewriter, personal computer, and other related office equipment as required; may provide work direction and training to lower-level clerical staff.