Compliance Administration Administrative Assistant

Administrative Assistant

JOB TITLE:

Compliance Administration Administrative Assistant CLASSIFICATION:
Non-Exempt DEPARTMENT:
Compliance SUPERVISOR:
Director & Deputy Director SALARY: $38,336 to $53,670 Annually GENERAL

JOB DESCRIPTION To perform a wide variety of responsible administrative clerical work in support of the divisions of the Compliance Department; to type and proofread a variety of documents and correspondence; and to provide information and assistance to the public regarding department or division policies and procedures.

PRIMARY DUTIES AND RESPONSIBILITIES Answer the phone calls for Animal Control & Code Enforcement and dispatch the call to the appropriate officer. Document Animal Control calls; address questions and/or concerns and take messages when appropriate.

Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner.

Coordinate and provide support services for a department or division manager, monitor workload, work activities, priorities, and deadlines.

Prepare, type, word process and proofread a variety of documents including general correspondence, reports, Animal Control case reports, bite reports, and citations.

Maintain records and develop reports concerning new or ongoing programs and program effectiveness.

Perform a wide variety of general clerical work including the maintenance of accurate and detailed logs and records; verify accuracy of information, research discrepancies and record information.

SECONDARY DUTIES AND RESPONSIBILITIES Operate a variety of communications and office equipment including a multi-line telephone, 2-way radio, copiers, computers, and printers; input and retrieve data and text; organize and maintain electronic and paper storage and filing systems.

Compile information and data for statistical reports; maintain a variety of statistical records; check and tabulate statistical data.

Prepare and maintain a variety of records, reports, and files.

Contact the public and outside agencies in acquiring and providing information and making referrals.

Receive, sort, and distribute incoming and outgoing correspondence.

Perform other duties and responsibilities as required.

KNOWLEDGE, SKILLS, AND ABILITIES Operations, services, and activities of an assigned department or division.

Principles of business letter writing and basic report preparation.

Modern office procedures, methods, and computer equipment.

Fundamental principles and procedures of record keeping.

Services and programs of assigned department.

English usage, spelling, grammar, and punctuation.

Communicate clearly and concisely, both verbally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Independently perform the most difficult administrative support services.

Interpret, explain, and enforce department and/or division policies and procedures, as assigned.

Perform responsible administrative work involving the use of independent judgment and personal initiative.

Understand the organization and operation of the City of Cheyenne and of outside agencies as necessary to assume assigned responsibilities.

Perform clerical work including maintenance of appropriate records and compiling information for reports.

Work independently in the absence of supervision.

Type or word process at a speed necessary for successful job performance.

Operate a variety of office machines including a computer.

Perform routine mathematical calculations.

Respond to requests and inquiries from the public.

Understand and carry out oral and written directions.

QUALIFICATIONS FOR THE JOB

Required:

High school diploma or GED with administrative and clerical experience.

Preferred:

Three (3) years of responsible administrative and clerical experience in a professional office environment.

PHYSICAL REQUIREMENTS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading, and writing. The employee is also required to maintain the physical condition necessary for operating assigned equipment, walking, standing, kneeling, repeated bending or sitting for prolonged periods of time and lifting to 30 pounds.

Maintain mental capacity which allows the capability of making sound decisions demonstrating intellectual capabilities.

Working Environment:

Work closely with others in an office environment utilizing a computer and other office equipment.
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