City of Tampa

This is responsible administrative work involving office clerical, customer service, purchasing, and technical related activities.  Bargaining unit position.

An employee in this class is responsible for performing clerical assignments of more than average difficulty, which include: specialized office activities; reviewing, processing and/or investigating requests for and questions about utilities service; performing and coordinating some aspects of personnel transactions and records keeping for division employees; and, performing purchasing and accounts payable activities. Positions require proficiency in typing or 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, participate in assignments that require considerable contact with the general public, exercise tact and courtesy while working in accordance with established guidelines, and work independently. Work is reviewed while in progress and upon completion through observation, reports submitted, and results obtained.

Performs clerical work and coordinates activities to relieve leadership team 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; assists in providing input into 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.

Uses the on-line purchasing and financial system; orders, verifies, stores, and distributes office supplies, forms, uniforms and equipment; completes payment transactions; maintains physical inventory; prepares property control forms for fixed assets, etc.

Types or uses a computer to prepare correspondence, articles, reports, minutes, contracts, resolutions, affidavits, specifications, and other materials from copy, rough draft or general instructions; operates computer for data calculations, record keeping, entering/retrieving data to ensure accuracy of files and complete records of transactions.

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 Customer Service Center requests.

 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 division; makes proper referrals; attends to complaints, records type of action and results; maintains directories, schedules, maps, and logs.

Assigns manhole numbers and updates atlas pages.

Maintains schedules for processing departmental records through the records management system.

Operates, cleans, and performs minor adjustments and maintenance on various office machines and equipment; operates phone or radio system to contact technicians in field.

Participates in processing of departmental employee transactions, including time cards and performance evaluation forms; prepares and maintains employee personnel, payroll and related budgetary files and records; coordinates activities with Employment Services, Employee Relations and various accounting offices to include providing appropriate written notifications when required.

Completes Worker's Compensation forms.

Provides information to employees regarding status, separation pay, overtime, and other matters, either in person or by telephone; responds to inquiries regarding personnel policies and procedures, referring as appropriate.

Performs related work as required.

Considerable knowledge of: business English and mathematics; standard office practices, procedures, and equipment; use of computers where required.

Working knowledge of: municipal organization, programs and policies; rules, regulations, procedures, and functions of the assigned area as well as appropriate municipal codes, ordinances, resolutions and regulations, organization, programs, and policies; computer applications to include Oracle, CMMS and Microsoft Office.

Ability to: understand and follow complex oral and/or written instructions; prepare clear and concise written reports; maintain complex records; edit and correct correspondence and reports for final typing or production; work independently and complete activities assigned; perform basic mathematical computations, detect errors, and maintain accurate records and prepare reports; establish and maintain effective working relationships with municipal employees; meet and effectively communicate with the general public.

Ability and skill in: operation and minor maintenance of office machinery and equipment; typing or operating computer accurately and at a prescribed rate of speed, when required.

Mostly sedentary, indoors, requires extended use of computer, typing and viewing monitor.

Graduation from an accredited high school and three (3) years in office or clerical experience with typing and computer skills including one (1) year of experience in customer service or problem resolution; or an equivalent combination of training and experience.

Possession of a valid drivers license may be required.

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.