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:      General
Work is performed under the general direction of a department head. Assignments are in the form of general outline or desired results, with methods and processes expected to be developed and implemented as appropriate. This is advanced administrative work for a department head. Incumbents work in a setting of great complexity, continuously dealing with sensitive or controversial matters, having continual public contact, and ensuring that all activities under their control meet defined objectives. Work requires the exercise of initiative, sound judgment and discretion in the performance of their duties.

    SUPERVISION RESPONSIBILITIES:
Usually none; however, the employee may be required to give direction to interns, part-time employees, or other clerical positions, as needed.

    WORK PERFORMED:
Plans and organizes office and work flow activities to meet unit objectives in a timely manner; evaluates work procedures and methods to ensure quality, effectiveness, and efficiency of operations; anticipates events, trends, consequences, and/or problems. Plans, drafts, and collects information for brochures, portfolios, presentations, and publications. Maintains various reference files, assembles and organizes data, and prepares necessary reports. Drafts correspondence for Director's approval. Provides clerical support to appropriate Boards and Commissions by preparing agenda and minutes, and mailing information. Performs research/collects information for various special reports required by the Director. Types statistical reports, general correspondence and other materials on a word processor and personal computer, including formatting, preparing, and editing and verifying information using a variety of software packages in a Windows environment. Conducts clerical research and completes data for administrative and public reports, ensuring accuracy and completeness. May take complex dictation and notes of meetings; keeps official records and reports; prepares correspondence for supervisor's signature; makes travel arrangements; arranges meetings; maintains appointment calendar; prepares agendas; schedules and attends meetings. Screens incoming calls and correspondence and refers to appropriate staff for action; assembles relevant attachments or notes for instruction or disposition. Develops and administers operating records; coordinates activities with other sections in the department, or outside agencies or departments, as appropriate. Responds to difficult issues and citizen interests or complaints, exercising judgment in accordance with applicable regulations or policies. Maintains and verifies payroll information, purchasing information, and maintains accounts receivable files; reconciles and maintains Pro Card transactions; maintains personnel files; orders and maintains supplies and equipment. Establishes control procedures for document handling and storage in accordance with applicable laws and regulations. Coordinates and assists with the CDL database program. Ensures appropriate confidentiality of all information, correspondence and reports in the Department. Formulates, recommends, and on approval, implements procedural changes in clerical operations; recognizes and takes reasonable corrective action or minor deviations from normal routine operations. Prepares and maintains recruitment processes as assigned by Human Resources Coordinatores. Reminds Director of daily activities, agendas, schedules, appointments and related details. May be responsible for relieving switchboard operator or receptionist. Performs related duties as needed or assigned.

    PARTIAL LISTING OF MINIMUM QUALIFICATIONS:
Graduation from high school and five years of experience in responsible clerical and administrative work; or any combination of education and experience which would provide the following knowledge, skills, and abilities: Thorough knowledge of departmental operations and organization. Thorough knowledge of standard office procedures, effective practices and processes, and office equipment. Ability to make independent decisions in accordance with established policies and procedures. Ability to work independently to plan projects from inception to completion with minimal supervision. Knowledge of basic financial systems and ability to review and analyze financial reports and records. Ability to learn and use specialized language and technical terms. Ability to prioritize, organize, and perform work independently and under pressure. Ability to take minutes and to transcribe at a reasonable rate of speed. Ability to operate a variety of office equipment, including computers and other electronic equipment. Ability to communicate effectively, both orally and in writing. Ability to successfully complete the City Clerical Exam and typing test prior to application deadline. Ability to establish and maintain effective working relationships with other employees, City officials, and the general public. 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