Administrative Support Technician - Mayor's Office
City of Clarksville
Description
- GENERAL STATEMENT OF JOBThis is the second of four levels in the Administrative Support series. Incumbents provide routine, and some non-routine clerical support to a department or function. Responsibilities may include collecting and reviewing data; calculating non-routine payments; scheduling meetings and appointments; making travel arrangements; updating and maintaining records and data; monitoring Mayor's Youth Council; assisting with First Ladies efforts to support the City; providing information to the public; dispatching work crews; establishing and maintaining filing systems; creating documents and correspondence; and performing the duties of the lower level. Job performance is supervised and evaluated by the Chief of Staff through an annual review process.***PLEASE NOTE: THIS POSITION IS ONLY OPEN TO CURRENT CITY OF CLARKSVILLE AND CLARKSVILLE DEPARTMENT OF ELECTRICITY EMPLOYEES WHO HAVE BEEN IN THEIR CURRENT POSITION FOR AT LEAST SIX (6) MONTHS. NO OTHER APPLICATIONS WILL BE CONSIDERED.***
Example of Duties
- SPECIFIC DUTIES AND RESPONSIBILITIES
Essential Functions:
Directs Constituent calls and concerns to facilitate the most positive outcome possible.
Assists the City Clerk with Boards and Commissions, inputting applications into the wait list.
Assists with maintaining the calendar for the Mayor and other city meetings and scheduling a variety of meetings as necessary to conduct city business.
In collaboration with the Mayor's Executive Assistant, maintains the calendar for the Chief of Staff and meeting room reservations.
Manages the routing of contracts, document signatures and attesting by City Clerk.
Organizes and maintains files, which includes establishing and maintaining filing systems; creating and maintaining confidential department/employee files; filing documents alphabetically, numerically, or by other prescribed methods.
Composes a variety of standard and/or specialized correspondence, reports, documents, applications, forms, violations, memos, and/or other applicable materials.
Makes travel arrangements; reviews and reconciles travel expenses; ensures compliance with travel policies.
Collects and reviews data for accuracy and reasonableness.
Calculates, accepts, and receipts non-routine payments.
Serves as the primary customer/constituent service representative for the mayor’s office through telephone and public contacts; answers and refers incoming calls to the appropriate person(s) or department(s).
Serves as the Mayor’s administrative representative on workgroups and committees, organizing and staging extraordinary events and programs; coordinates extraordinary events and programs on behalf of the mayor’s office.
Performs other duties of a similar nature or lev
Performs other related work as required.
Typical Qualifications
- MINIMUM EDUCATION AND TRAINING
Education and Experience
High school diploma or GED equivalent.
One (1) year of office experience.
An equivalent combination of education and experience sufficient to perform the job's essential duties.
License and Certifications
Some positions may require certification in their area of responsibility.
Supplemental Information
- MINIMUM QUALIFICATIONS AND STANDARDS REQUIRED
Knowledge, Skills, and Abilities:
Knowledge of:
Modern office procedures and equipment.
Recordkeeping principles.
Basic mathematical concepts.
English language, grammar, and punctuation.
Filing systems.
Customer service principles.
Computers and related software applications.
Skill in:
Maintaining records and files.
Performing mathematical calculations.
Applying policies and procedures.
Preparing reports.
Providing customer service.
Using proper English, grammar, punctuation, and spelling.
Maintaining databases.
Composing, proofreading, and editing documents.
Using computers and related software applications.
Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the public, etc. sufficient to exchange or convey information and to receive work direction.
Physical Requirements:
The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Additionally, the following physical abilities are required:
Feeling: Perceiving attributes of objects, such as size, shape, temperature, or texture by touching with skin, particularly that of fingertips.
Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
Grasping: Applying pressure to an object with the fingers and palm.
Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination sound.
Mental Acuity: Making rational decisions through sound logic and deductive processes.
Reaching: Extending hand(s) and arm(s) in any direction.
Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
Standing: Particularly for sustained periods of time.
Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
Visual ability 1: sufficient to perform an activity like preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.
Walking: Moving about on foot to accomplish tasks, particularly for long distances or move from one work site to another.