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:      City Manager's Office
Work is performed under the general direction of the City Manager and Assistant to the City Manager. 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 highly advanced secretarial work for the City Manager. The incumbent works in a complex, highly public profile setting, frequently deals with sensitive or controversial matters, has continual public contact, and must ensure that all activities meet defined objectives. Work requires the exercise of a high degree of initiative, sound judgment and discretion in the performance of the duties.

    SUPERVISION RESPONSIBILITIES:
None.

    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. Processes payroll for City Manager's office and Public Communications Department. Maintains various reference files, assembles and organizes data, and prepares necessary reports. Drafts correspondence for the Manager's approval. Provides clerical support to the Assistant City Managers, Communications Director, City Council and Mayor. Prepares council agenda and coordinates agenda preparation in the absence of the Assistant to the City Manager. Performs research/collects information for various special reports required by the Manager or Assistant Managers. Types statistical reports, general correspondence, and other materials including formatting, preparing, and editing and verifying information. Takes complex dictation and notes of meetings and distributes to staff; keeps official records and reports; prepares correspondence for Manager's signature; makes travel arrangements; arranges meetings; maintains appointment calendar; prepares agendas; schedules and attends meetings. Enters requisitions and purchase orders on accounting system and reconciles procurement card. 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, and 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. Establishes control procedures for document handling and storage in accordance with applicable laws and regulations. Ensures appropriate confidentiality of all information, correspondence, and reports in the Manager's Office. Formulates, recommends, and on approval, implements procedural changes in clerical operations; recognizes and takes reasonable corrective action or minor deviations from normal routine operations. Reminds City Manager of daily activities, agendas, schedules, appointments, and related details. May be responsible for relieving 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 secretarial work; associate degree in business or secretarial science preferred; or any combination of education and experience which would provide the required knowledge skills, and abilities. Thorough knowledge of City government 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 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. 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. Ability to work a varied schedule. 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