The purpose of this
class within the organization is to perform and complete a broad
range of administrative duties and provide other support for a
department, division or work unit.
class works under close supervision according to set
The functions listed below
are those that represent the majority of the time spent working in
this class. Management may assign additional functions related to
the type of work of the class as necessary.
Strives to be
efficient and effective at balancing and meeting the common needs
and reasonable expectations of core constituents.
the department's mission by continuously striving to meet
expectations, strategic goals and objectives.
administrative work including, but not limited to preparing
memorandums, letters and other correspondence; processing and
distributing mail; and maintaining client files and
performs data entry; retrieves data and produces various reports;
prepares, edits and distributes correspondence, communications,
presentations and other documents.
Additional Departmental, Division
or Work Unit Duties:
time and leave into timekeeping system.
orders and processes invoices and purchase requisitions.
greets and assists guests, customers, and the general
Responds to citizen
requests via phone, email and fax and maintains and updates CRM
Orders, tracks, and
maintains office supplies; makes travel reservations; reserves
conference rooms for meetings.
assigning employees to work orders throughout Public Works as
Utilizes City Works
preparation of the departmental budget.
Cooperates with and
assists other departments as necessary.
May be expected to
work holidays as necessary.
May be expected to
work overtime as necessary.
work as assigned.
Responsibilities, Requirements and
Data Responsibility refers to
information, knowledge, and conceptions obtained by observation,
investigation, interpretation, visualization, and mental creation.
Data are intangible and include numbers, words, symbols, ideas,
concepts, and oral verbalizations.
Collects, classifies or formats
data or information in accordance with a prescribed schema or plan
to facilitate the identification and extraction of useful
People include co-workers,
workers in other areas or agencies and the general
Speaks with or signals to people to
convey or exchange information of a general nature.
Assets responsibility refers to
the responsibility for achieving economies or preventing loss
within the organization.
responsibility for achieving minor economies and/or preventing
minor losses through the handling of or accounting for materials,
supplies or small amounts of money.
Mathematics requires the use of
symbols, numbers and formulas to solve mathematical
Uses addition and subtraction,
multiplication and division and/or calculates ratios, rates and
Communications involves the
ability to read, write, and speak.
Reads routine sentences,
instructions, regulations, procedures or work orders; writes
routine sentences and completes routine job forms and incident
reports; speaks routine sentences using proper grammar.
Judgment requirements refer to
the frequency and complexity of judgments and decisions given the
stability of the work environments, the nature and type of
guidance, and the breadth of impact of the judgments and
Responsible for guiding others,
requiring a few decisions, affecting the individual and a few
co-workers; works in a stable environment with clear and
uncomplicated written/oral instructions, but with some variations
from the routine.
Complexity addresses the
analysis, initiative, ingenuity, concentration and creativity,
required by the job and the presence of any unusual pressures
present in the job.
Performs semi-skilled work
involving set procedures and rules, but with frequent problems;
requires normal attention with short periods of concentration for
accurate results or occasional exposure to unusual
Impact of errors refers to
consequences such as damage to equipment and property, loss of
data, exposure of the organization to legal liability, and injury
or death for individuals.
The impact of errors is moderate
affects those in work unit.
Physical demands refer to the
requirements for physical exertion and coordination of limb and
Performs sedentary work that
involves walking or standing some of the time and involves exerting
up to 10 pounds of force on a regular and recurring basis or
sustained keyboard operations.
Equipment usage involves
responsibility for materials, machines, tools, equipment, work
aids, and products.
Handles or uses work aids involving
some latitude for judgment regarding attainment of a standard or in
selecting appropriate items.
Unavoidable hazards refer to
the job conditions that may lead to injury or health hazards even
though precautions have been taken.
Safety of others refers to the
level of responsibility for the safety of others, either inherent
in the job or to ensure the safety of the general public.
(Does not include safety of
Requires some responsibility for
safety and health of others and/or for occasional enforcement of
the standards of public safety or health.
Minimum Education and Experience
Requires a High
School Diploma or GED and one (1) year of experience in a closely
related field; or any equivalent combination of education,
training, and/or experience providing the requisite knowledge,
skills and abilities to successfully perform the job
in the use of a personal computer and in the application of
Microsoft Office Products such as Microsoft Word and Excel.
Experience with timekeeping and purchase order systems
proficiency or willingness to learn and be able to use other
computer applications or software packages such as Customer
Relationship Management (CRM) and City Works.
Knowledge, Skills &
- Accountability takes
responsibility for own actions.
- Adaptability responds positively
- Communications listens, speaks
and/or writes in a clear, concise and respectful
- Customer Service provides
courteous, accessible and quality assistance to internal and
- Initiative takes proactive action
to complete work or resolve issues
- Judgment & Decision Making
evaluates issues and makes sound factual decisions.
- Professional Development - seeks
opportunities to enhance technical skills and job
- Teamwork & Cooperation
collaborates with others to fulfill the City's vision and achieve
departmental goals and strategic objectives.
- Must have the ability to provide
documentation verifying legal work status.
- Ability to read and speak the
English language proficiently in order to communicate and interact
with others; to understand and interpret safety instructions; and
to respond to internal and external inquiries.
- Ability to understand and comply
with City and departmental guidelines, policies, procedures and
This job description has been
designed to indicate the general nature and level of work that may
be performed by an employee. It is not designed to contain or be
interpreted as a comprehensive inventory or list of all of the
duties, responsibilities and qualifications required of employees
assigned to this job. Supervisors/Managers and/or Department Heads
may also assign additional or other lawful duties as may be
necessary and/or required. The City reserves the right to modify or
change this job description at any time, for any lawful reason,
with or without notice. This job description is not, and should not
be construed or implied to be a contract, promise or guarantee of
Disabilities Act Compliance
The City of Charleston, WV is an
Equal Opportunity Employer. The ADA requires the City to provide
reasonable accommodations to qualified persons with disabilities.
Prospective and current employees are encouraged to discuss ADA
accommodations with management.
Job Posted by ApplicantPro