Office Facilitator I

3 weeks ago

Salt Lake, Utah, United States Salt Lake City Full time
Job Summary

This role provides administrative and secretarial support to a division or work unit, requiring minimal supervision. The successful candidate will research topics and policies as needed to facilitate operational goals, advise team leaders, and prepare payroll, collect data, and exchange information.

Key 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 a 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 a division or work unit.
  • Composes and types correspondence, including confidential and legal documents.
  • Authorized to respond in writing on behalf of a 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 a 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 a timekeeper and payroll preparer.
  • 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 a job description file.
  • May coordinate with Workers' Compensation division to provide information on cases as requested.
  • May assist in employee benefits administration.
  • May answer employees' routine questions, distributes, and assures proper completion of enrollment, change, and reimbursement forms.
  • 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.
Requirements
  • 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.
Working Conditions

Light physical effort. Generally comfortable working conditions, handling light weights, intermittent sitting, standing, and moving around in a normal office environment where typing, copying, writing, and using a computer is a regular part of the day.

Pleasant working conditions with little or no exposure to hazards. May be exposed to discomfort associated with constant monitoring of a computer video display screens.

Intermittent exposure to stress as a result of human behavior.

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