Salt Lake City

  • OFFICE FACILITATOR I - PART TIME

    Requisition ID
    2017-3229
    Department
    FINANCE
    Minimum Salary
    USD $16.00/Hr.
    Maximum Salary
    USD $20.00/Hr.
    Location
    US-UT-Salt Lake City
  • Overview

    With minimal supervision, this position provides administrative and secretarial support to division or work unit. Researches topics and policies and practices as needed to facilitate operational goals. Advises team leaders and others on developments that are important to or may impact division. Prepares payroll, collects data, exchanges information, answers phone, greets and screens visitors. Relieves management of administrative routine by handling such items as minor purchasing, inventory, petty cash, travel, and meeting arrangements and schedules.

    This position requires some independent judgment and decision-making, and effective oral and written communication skill is essential. This position requires incumbent to work less than 28 hours per week.

    Responsibilities

    • Acts as liaison with other departments, divisions, outside agencies, committees or boards. Develops and maintains confidential and non-confidential files.  May perform the duties of a private secretary for department or division head.   
    • Prepares or assists in the preparation of various statistical and budgetary reports. Researches topics or issues, collects and tabulates data, and composes/word-processes narratives and spreadsheet presentations.  May perform simple bookkeeping duties to monitor budget expenditures, petty cash, supply inventories and other accounts.  May order and distribute equipment, supplies and furniture.  Prepares requisitions, receives and checks purchase orders.  May make bank deposits.
    • As needed, performs secretarial and clerical functions for division or work unit. Composes and types correspondence, including confidential and legal documents. Authorized to respond in writing on behalf of division. Types letters, memoranda, reports, forms and other materials from rough draft, final working draft, notes, dictation notes, tape recorder or Dictaphone. 
    • Assembles, takes and prepares minutes, agendas or other reports. Makes travel arrangements, sets meetings and schedules conference rooms.
    • Maintains database of departmental facts and information. Responds to various surveys from associations and other agencies.
    • Serves on various committees as needed, may supervise clerical staff, and performs other related duties as required.
    • May perform duties of timekeeper and payroll prepare. May maintain accurate records of hours worked, secures timesheets, calculates overtime, comp time, callout, callback, shift differential and benefits accrued. May prepare related payroll reports and various personnel action forms, and coordinate with the Human Resources Office to assure compliance with City policy and procedure, union contracts and compensation plans. May maintain job description file.
    • May coordinate with Workers’ Compensation division to provide information on cases as requested.
      •  
      Maintains positive and effective working relationships with a diverse group, including Department management, supervisors, professional peers, other employees, and the general public.
    • Complies with City and department policies and procedures
    • Performs other related duties as assigned.

    Qualifications

    • Graduation from high school or equivalent and four years’ experience related to project management and office support, including one year experience in research or accounting/bookkeeping, data collection, analysis and presentation prepared on spreadsheet software. Successful completion of post-high school study in related subjects may be substituted for experience on a year-for-year basis.
    • Ability to plan and organize work, relate well with all internal and external customers, and function as an effective team member.
    • Demonstrated proficiency in use of computers to prepare letters, reports and spreadsheet analysis, and the ability to operate standard and specified technical office equipment.
    • Ability to accurately schedule appointments, develop and maintain complex filing systems, and keep orderly records.
    • Ability to maintain positive and effective working relationships and communicate effectively, orally and in writing, with Department management, supervisors, professional peers, other employees, and the general public.

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