26-066 Office Manager - Recreation, Full-Time at City of Dover – Dover, New Hampshire

The City of Dover Recreation Department is seeking an individual to perform highly responsible secretarial work, develop office procedures, and answer routine inquiries.

This is a full-time, non-exempt, 35 hour per week position. $19.68 to $28.44 hourly rate. Position is open until filled.

DUTIES AND RESPONSIBILITIES (Except as specifically noted, the following functions are considered essential to this position. The listed examples may not include all duties found in this class):
1. Receives telephone calls and visitors to office. Screens for nature of business, answers general inquiries based upon knowledge of departmental operations and refers when necessary.
2. Type a variety of correspondence, memoranda, forms and reports from written text or dictation recording equipment; takes and transcribes dictation. Type material in final form assuring spelling, grammar and punctuation are correct.
3. Inputs data to standard office and department forms; makes simple postings to accounts; compiles data for various reports.
4. Attend to many items simultaneously or in sequence.
5. Maintains administrative filing system; maintains reference file of correspondence, memoranda, purchase orders, personnel orders and a variety of other materials.
6. Collects money and checks, and verifies calculations of bills. May perform general office bookkeeping functions such as posting and balancing cash collections and receipts.
7. Recommends changes in procedures and forms.
8. Requisitions supplies; maintains records of all expenditures (including petty cash) and revenues.
9. Receives, sorts and distributes incoming and outgoing correspondence and packages, including keys.
10. Schedules appointments and meetings for appropriate staff members. Arranges for meeting facilities and accommodations.
11. Attends meetings and functions as a representative of a supervisor for the purpose of gathering information and making notes of proceedings.
12. Compiles statistics, maintains records and prepares reports related to financial, personnel and/or operational data.
13. Assures proper maintenance of various office machines including typewriter, telephone, adding machine computer, printer and related equipment.
14. Coordinates activities with other employees, departments or agencies.
15. Establish and maintain effective relations with City departments and employees, contractors and vendors, and the public
16. Maintains familiarity with and executes safe work procedures associated with assigned work.
17. Performs other related duties as required.

KNOWLEDGE, SKILL AND ABILITY REQUIREMENTS: Knowledge of secretarial practices and procedures. Considerable knowledge of business English, spelling, arithmetic and vocabulary. Knowledge of modern office equipment, practices and procedures. Working knowledge of personal computer hardware and software including familiarity with the use of various software applications including word-processing, electronic spreadsheets and data bases. Ability to type accurately and rapidly. Ability to maintain administrative, fiscal and general records and to prepare reports and answer questions from records. Ability to prepare effective correspondence, reports and other documents. Ability to perform office functions with limited referral to a supervisor. Ability to maintain effective working relationships with department heads, employees, and the public and to deal with service problems courteously and tactfully.

EDUCATION/LICENSURE/CERTIFICATION REQUIREMENTS: High school diploma supplemented by specialized training in secretarial skills and minimum of two (2) years experience in secretarial work; OR any equivalent combination of education and experience which demonstrates possession of the required knowledge, skills and abilities.