Job Description

City of Columbia, Missouri, Human Resource Department
P.O. Box 6015, Howard Building, 600 East Broadway
Columbia, Missouri 65205-6015    573.874.7235

    DEPARTMENT / DIVISION:      Health/Community Services
Work is performed under general supervision in a small, fast paced and multi-faceted office focused on the funding and coordination of community social services and human rights activities. This is responsible and varied clerical/administrative work of a difficult nature with the incumbent planning and carrying out assigned duties and resolving problems according to established guidelines and procedures. The employee is responsible for performing complex clerical work, operating with a high degree of independence over specified, standardized activity areas and refers only highly unusual or technical problems to supervisors for decision.

    SUPERVISION RESPONSIBILITIES:
Generally none; however, the employee in this position provides technical guidance to other employees as a function of responsibility over specific programs or operations.

    WORK PERFORMED:
Types letters, reports, documents, and a variety of other material from rough draft, clear copy, dictaphone, or notes, using a computer, including formatting, data collection, and tabulation. Merges letters, prepares reports, and maintains databases and mailing lists. Prepares and sends correspondence and form letters on general matters where instructions are clear and precedence is followed. Facilitates completion, collection, and flow of required forms/documents such as legal documents or notices, purchase orders/requisitions, job applications, claims and billings, requests for information, travel vouchers, petty cash, credit card reconciliation, or other forms indigenous to specialized operations. Maintains strict confidentiality of operations and records as directed. Handles arrangements for commission and committee meetings; notifies commissioners, committee members and appropriate individuals of meeting details. Attends evening and daytime commission and committee meetings; records, transcribes, and distributes minutes of meetings as required. Assists with other clerical tasks associated with meeting facilitation. Researches clerical material and edits for inclusion into reports; recognizes variations and verifies completeness and accuracy of printed material. Schedules appointments, gives information to callers, handles or refers complaints/problems as appropriate, and generally assists in supportive clerical work; receives and distributes mail; schedules meetings; makes travel arrangements; transcribes dictation, as required. Reviews and verifies documents, general reports, and records for accuracy and conformance to departmental rules and procedures. Compiles and types statistical reports. Interprets and applies established policies and procedures where clear and ample precedents have been established; searches documents to answer factual inquiries and to locate information. Maintains records on budget expenditures and reconciles routine accounts; maintains payroll and personnel records; orders supplies and equipment. Handles registration for large public events, prepares cash deposits, assures registration fees are deposited into proper accounts, maintains accurate financial records, and works extra hours as needed for event. Greets callers and visitors; handles and processes incoming agency calls; screens calls and takes messages; directs inquiries to the proper source and answers questions within the context of established policies and procedures, with contact sometimes of a difficult nature; may initiate routine correspondence in performance of duties and response to services. Performs related work as needed or assigned.

    PARTIAL LISTING OF MINIMUM QUALIFICATIONS:
Graduation from high school and at least three years of related clerical/secretarial experience; or any equivalent combination of education and experience which would provide the following knowledge, skills, and abilities: Considerable knowledge of standard offices practices and procedures, equipment and clerical techniques. Considerable knowledge of grammar, punctuation, spelling, syntax, appropriate style and arithmetic. Ability to operate a variety of office equipment, including computers and other electronic equipment. Strong working knowledge of computer software including Microsoft Word and Excel programs. Ability to set up and work with spreadsheets. Ability to effectively use e-mail and web-based applications for correspondence and information sharing. Ability to maintain and organize computer files. Ability to communicate effectively, both orally and in writing. Ability to make mathematical calculations and computations accurately. Ability to maintain moderately complex records and ensure their confidentiality. Ability to successfully complete the City Clerical Exam and typing test prior to application deadline. Ability to proofread, research files, and logically organize information. Ability to follow verbal and written instructions. Ability to work under pressure and to meet deadlines. Ability to establish and maintain effective working relationships with other employees and the general public. Ability to regularly attend evening commission meetings. Excellent work history and attendance record.

PLEASE CONTACT HUMAN RESOURCES FOR COPY OF COMPLETE POSITION DESCRIPTION

Individuals needing accommodation to apply may call 573.874.7235
TTY Users call 573.874.6395
THE CITY OF COLUMBIA IS A MERIT, AFFIRMATIVE ACTION, EQUAL OPPORTUNITY EMPLOYER:    MALE / FEMALE

THE CITY OF COLUMBIA REQUIRES PRE-EMPLOYMENT DRUG TESTING