City of Tampa

This is responsible specialized office clerical work, customer service, dispatch, and purchasing related activities.  Bargaining unit position.

An employee in this class is responsible for performing one or more clerical assignments of more than average difficulty, which might include specialized office, division-level secretarial, complex records keeping, and administrative activities; performing and coordinating some aspects of personnel transactions and records keeping for division employees; and performing purchasing and accounts payable activities. Positions might also require proficiency in typing and use of computer equipment and software. Under general supervision, employees receive instructions orally and in writing and perform tasks requiring the exercise of reasonable initiative and independent judgment. Employees may also apply specialized knowledge and experience in the interpretation of rules and regulations for the completion of certain assignments, and may either work independently or oversee the work of lower level clerical employees. Work is reviewed while in progress and upon completion through observation, reports submitted, and results obtained.

Performs clerical work and coordinates activities to relieve supervisor of details; establishes, maintains, and monitors municipal or department records, files and accounts; handles confidential documents according to procedures in order to maintain their security; assist in preparation and control of annual budgets; may be responsible for preparation of documents, deposits, accounts, payroll, employee forms, summaries, and reports; may coordinate or plan workshops and community meetings; orders, verifies, stores, and distributes office supplies, forms, and equipment; maintains physical inventory; prepares property control forms for fixed assets, etc.

Types or uses a variety of computer software to prepare correspondence, articles, reports, minutes, contracts, resolutions, affidavits, specifications, and other materials from copy, rough draft or general instructions; trains and oversees the work of lower level personnel as assigned; assists others in use of computer software as requested.

Takes calls and initiates customer records and service requests through the computerized maintenance management system (CMMS); forwards requests to appropriate supervisor, team leader or planner/scheduler; responds to Tampa Connect requests and prepares reports.

Receives and responds to more difficult inquiries and complaints by establishing and promoting effective relationships with the public, municipal officials, and other employees; explains functions and services of municipal departments; makes proper referrals; attends to complaints and issues action orders, records type of action and results; maintains directories, schedules, maps, and logs.

Maintains schedules and processes departmental records through the records management system; sorts and routes mail and other documents.

Operates, cleans and performs minor adjustments and maintenance on various office machines and equipment.

Operates digital paging system and two-way radio or answer multiple line-phone as required.

Performs related work as required.

Knowledge of: business English, grammar and mathematics; standard office practices, terminology, procedures, and equipment; use of computers where required. Rules, regulations, procedures, and functions of the assigned area as well as appropriate municipal codes, ordinances, resolutions and regulations, organization, programs, and policies.

Skills in: operation and minor maintenance of office machinery and equipment; keyboarding or operating computer accurately and at a prescribed rate of speed, when required; time management; Microsoft Office Suite or equivalent software

Ability to: understand and follow complex oral and/or written instructions; prepare clear and concise written reports; maintain paper and electronic complex records; edit and correct correspondence and reports for final typing or production; meet the public; establish and maintain effective working relationships with others; train others in a variety of assignments.

Mobility— mostly sedentary, indoors, occasional standing and walking; occasional bending, pushing, pulling, overhead reaching, kneeling, crawling, climbing ladders; Lifting/Carrying—occasional 40 pounds or less; Dexterity — frequent handling, reaching, grasping, and fingering; Hearing/Talking — frequent hearing and speaking normal speech and speaking loudly over equipment noise; occasional hearing; Visual —frequent use of good overall vision, at normal or corrected to normal acuity; frequent use of depth perception and peripheral vision; occasional reading and close-up work; very frequent use of computer, attention to detail, transcription/proofreading; Environmental — frequent outdoors, exposure to varied weather conditions; Emotional/Psychological — frequent concentration and working and working independently; Special Requirements — working overtime, weekends, nights, holidays and/or emergency call-back; occasional travel.

Graduation from an accredited high school and three (3) years of office or clerical experience with typing keyboarding application(s) and computer skills required for some positions; or an equivalent combination of training and experience.

Possession of a valid Florida driver’s license is preferred.

Evaluation of education and experience. Drug testing is included in all pre-employment processing.

Employees may be required to work rotating shifts, including nights, weekends, holidays and overtime as needed. During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.