City of Holland

Job Description

June 2012

JOB TITLE:Clerical Assistant

REPORTS TO:Recreation / Civic Center Manager

PAY RANGE:Part-Time B

($11.00 - $13.00 per hour)

JOB SUMMARY:Provides clerical and secretarial assistance to the Recreation Division and Civic Center.

PRIMARY DUTIES & RESPONSIBILITIES:

  1. Receives visitors, answers phones, takes messages, provides information, and answers routine to complex questions involving a wide range of departmental and general city related questions. Refers calls or people to appropriate source for policy interpretations.
  1. Provides typing and word processing services to department staff. Performs data entry on the computer.
  1. Uses the computer and computer programs to maintain data files, process information, perform scheduling, maintain budget data, etc.
  1. Operates all office machines and equipment including copier, fax machine, postage meter, computer, typewriter, etc.
  1. Deals with the public in a service oriented manner, coordinating information, answering questions, providing general assistance, etc.
  1. Develop and maintain filing systems for all appropriate documents and records.
  1. Maintains and keeps website(s) up to date.
  1. Communicates effectively to program participants with information on programs and leagues.
  1. Assists other staff as directed and as necessary.
  1. Miscellaneous duties/responsibilities as required or assigned.

OTHER DUTIES AND RESPONSIBILITIES

  1. Performs other duties as assigned

JOB QUALIFICATIONS:

  1. The job requires knowledge normally acquired through the completion of high school with additional specialized training in Secretarial Science.
  1. One to two years of experience in providing secretarial services.
  1. Interpersonal skills necessary to communicate effectively with various levels of City personnel and the general public in situations requiring tact and patience.
  1. Proficient computer skills necessary to utilize word processing, spreadsheet, database and other applications.
  1. Mental ability to frequently experience pressure related to meeting deadlines, and work on projects requiring attention to detail with frequent disruptions from people and/or phone calls.

6.Physical ability to periodically sit in one position for extended periods of time.

WORKING CONDITIONS:

  1. Normal office environment with little, if any, discomfort due to heat, dust, noise and the like.

This job description is intended to describe the general nature and level of work being performed by a person assigned to this job. They are not to be construed as an exhaustive list of all job duties that may be performed by a person so classified.