<p>If YOU are looking for a rewarding career in a place where you and your ideas matter - a place where the results of your hard work are reflected throughout your community and on the faces of your neighbors - this is your home. What are you waiting for? APPLY TODAY!</p> <p>The ideal candidate is detail-oriented and highly organized, with the ability to manage ongoing program responsibilities while providing strong administrative and customer support. This position performs advanced clerical and technical duties in support of a department or program area, coordinates projects and services with internal and external partners, and researches and recommends improvements to service delivery, policies, and procedures.</p> <p>Position Summary:</p> <p>Under general supervision, performs a variety of advanced clerical and routine technical, programmatic, and administrative duties requiring the application of specific program knowledge and administrative, secretarial, and clerical skills in support of a department, division, or program area; assumes on-going programmatic responsibilities specific to area of assignment; researches and recommends new service delivery methods, policies, and procedures; coordinates assigned programs, projects, and services with other departments, divisions, and outside agencies; and provides specialized departmental or program information and assistance to staff and the general public.</p> <p>Essential Functions:Essential Functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodation will be provided as required. This classification specification does not constitute an employment agreement and is subject to change at any time by the employer. Essential functions may include, but are not limited to, the following.</p> <ul> <li>Perform a variety of advanced clerical and routine technical, programmatic, and administrative duties requiring the application of specific program knowledge and administrative, secretarial, and clerical skills in support of a department, division, or program; assume responsibility for specific program area duties; provide assistance in administrative and operating programs as assigned. </li><li>Serve as primary contact and liaison for assigned functions and programs with other staff, the general public, and outside agencies and organizations; screen office calls, visitors, and mail; provide information and assistance including responding to requests for information and assistance; assist the public and other staff in interpreting and applying policies, procedures, codes, and ordinances; research information related to regulations and departmental policies; explain, justify, and defend programs, policies, and activities. </li><li>Conduct a variety of studies and research for assigned area; collect, compile, and review information from various sources on a variety of specialized topics related to program area of assignment; participate in the preparation of reports that present data, identify alternatives, and make and justify recommendations. </li><li>Perform a variety of special projects and assignments in assigned area including the implementation and coordination of assigned program and project components; assist with the development of policies and procedures; implement and monitor program activities. </li><li>Verify and review materials, applications, records, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, and reports; provide information and forms to the public; collect and process appropriate information. </li><li>Assist in coordinating and monitoring the assigned budget and contracts; compile annual budget requests; prepare revenue projections; recommend expenditure requests for designated accounts; monitor approved budget accounts; process progress payments and monitor contractual expenses. </li><li>Process invoices, contracts, work orders, change orders, purchase order numbers, check requests, and requisitions for assigned area; coordinate the resolution of contract and invoice issues with accounts payable and contracts functions; ensure vendor invoices and change order files are accurate and up-to-date including having correct account codes and appropriate approvals; ensure new vendors have completed required new vendor information form. </li><li>Type and proofread a wide variety of reports, letters, memoranda, correspondence, contracts, agreements, Requests for Proposals, agenda items, statistical charts, and other documents and material; type from rough draft, verbal instruction, or transcribing machine; independently compose documents related to assigned area of responsibility. </li><li>Maintain calendar of activities, meetings, and various events for assigned projects, programs, and staff; coordinate activities with other departments, the public and outside agencies. </li><li>Arrange and coordinate meetings, workshops, and training sessions for various groups and committees; prepare agendas and correspondence; attend meetings and take, transcribe, and assure proper distribution of minutes. </li><li>Establish and maintain various filing systems, schedules and records; file correspondence, reports, bulletins and cards; log reports, applications, and/or telephone calls; maintain records related to specific area of assignment. </li><li>Perform a variety of general bookkeeping and clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintain a variety of accounting records, logs, and files; verify, balance, and adjust accounting records. </li><li>Recommend improvements in work flow, procedure and use of equipment and forms; implement improvements as approved; develop and revise office forms and report formats as required. </li><li>Ensure that all required supplies are available as needed and that the facility and equipment are in proper working order. </li><li>Operate a variety of office equipment including copiers, facsimile machine and computer; utilize various computer applications and software packages; enter data, maintain and generate reports from a database or network system; input, maintain, and utilize data to develop reports using spreadsheet software; create, format, and revise charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing, desktop publishing, and other computer applications; organize and maintain disk storage and filing. </li><li>As assigned, arrange and coordinate meetings; prepare agendas and correspondence; attend meetings and take, transcribe, and assure proper distribution of minutes. </li><li>May lead, oversee, and review the work of lower level clerical staff; review work for accuracy and completeness. </li><li>Perform related duties as required. </li></ul> <p>Key Accountabilities:Key Accountabilities are critical for all City employees and are fundamental to the successful execution of the essential function. They include, but are not limited to, the following:</p> <ul> <li>Demonstrates consistent attendance and reliability. </li><li>Completes mandatory and job-related training on time. </li><li>Uses Agency resources responsibly and efficiently. </li><li>Treats others with courtesy, dignity, and respect. </li><li>Follows safety practices and promotes a safe workplace. </li><li>Maintains effective communication and teamwork. </li></ul> <p>Education: Equivalent to completion of the twelfth grade supplemented by specialized office support training. Additional specialized or college level course work in business administration or a related field is desirable.</p> <p>Experience:Three years of increasingly responsible clerical, programmatic, and administrative support experience including some experience directly related to the assigned area. Or two years of experience as an Office Assistant II with the City of Reno in a programmatic area that is substantially similar to the program being recruited for.</p> <p>License or Certificate: Some positions may require possession of an appropriate, valid driver's license issued.</p> <p>The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.</p> <p>Knowledge, Skills, and Abilities: The following knowledge, skills, and ability statements reflect the attributes expected of individuals performing at the full-functioning level in this classification. Each statement is aligned with a competency and is directly informed by the essential functions of the position, providing a foundation for recruitment, development, and performance evaluation.</p> <p>Knowledge of:</p> <ul> <li>Operational characteristics, services, and activities of assigned functions, programs, and operational area. </li><li>Basic technical knowledge of business/industry principles and practices related to the area of responsibility. </li><li>Methods and techniques of used in the performance of duties and responsibilities specific to the area of assignment. </li><li>Basic principles and practices of program administration. </li><li>Office procedures, methods, and equipment including computers. </li><li>Computer applications such as word processing, spreadsheets, and statistical databases. </li><li>Principles and procedures of record keeping. </li><li>Principles and practices used in establishing and maintaining files and information retrieval systems. </li><li>Principles of business letter writing and basic report preparation. </li><li>Customer service techniques, practices, and principles. </li><li>Methods and techniques of proper phone etiquette. </li><li>Mathematical principles. </li><li>Basic accounting and bookkeeping principles and practices. </li><li>Basic principles and practices of budget preparation and administration. </li><li>English usage, spelling, grammar and punctuation. </li><li>Pertinent federal, state and local laws, codes, and regulations. </li></ul> <p>Ability to:</p> <ul> <li>Perform a full range of advanced clerical and routine technical, administrative, and programmatic work of a general or specialized nature involving the use of independent judgment and personal initiative. </li><li>Understand the organization and operation of the Agency and of outside agencies as necessary to assume assigned responsibilities. </li><li>Understand, interpret, and apply general and specific administrative and departmental policies and procedures. </li><li>Research, compile, and interpret a variety of information and make appropriate recommendations. </li><li>Participate in the preparation of a variety of administrative and financial reports. </li><li>Independently prepare correspondence and memoranda. </li><li>Implement and maintain filing systems. </li><li>Type and enter data at a speed necessary for successful job performance. </li><li>Exercise good judgment in maintaining information, records, and reports. </li><li>Operate and use modern office equipment including computers and supporting word processing and spreadsheet applications. </li><li>Work independently in the absence of supervision. </li><li>Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person. </li><li>Plan and organize work to meet changing priorities and deadlines. </li><li>Work cooperatively with other departments, City officials, and outside agencies. </li><li>Respond tactfully, clearly, concisely, and appropriately to inquiries related to area of responsibility. </li><li>Meet the physical requirements to safely and effectively perform the assigned duties. </li><li>Work in a team based environment to achieve common goals. </li><li>Coordinate multiple projects and complex tasks simultaneously. </li><li>Communicate clearly and concisely, both orally and in writing. </li><li>Establish and maintain effective working relationships with those contacted in the course of work. </li></ul> <p>PHYSICAL DEMANDS AND WORKING ENVIRONMENT</p> <p>The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.</p> <p>Environment: Work is performed primarily in a standard office.</p> <p>Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.</p>