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Job Description

SUPPORT SERVICES AIDE

JOB CODE 71320

Effective Date:	Rev. 12/03A

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to perform relatively complex clerical, accounting, dispatching, and inventory work. Some positions are fiscal in nature requiring posting, balancing, and verifying a variety of simple accounts including supply room and inventory records and preparing periodic summary reports. Positions work in a remote area office or in support of a major department program. Responsibilities include updating multiple logs and records; operating a base radio and/or telephone; providing accurate and timely transmittal of information and messages; adding, deleting, and revising records in a computerized data base; scheduling equipment use; compiling work statistics for management reports; and ordering and dispensing supplies, tools, and materials. Employees in this class receive general supervision from supervisors in the Water Services, Street Transportation, Public Works, Aviation, Information Technology, and City Clerk Departments, and work is evaluated on the basis of accuracy and timeliness.

ESSENTIAL FUNCTIONS:

• Operates calculators, computer input devices, and other office equipment;
• Logs information received from telephone or transmitted by radio and consults with supervisor regarding non-routine matters;
• Types forms, letters, payrolls, receipts, vouchers, departmental reports, permits, specifications, and other materials from rough drafts and oral and written instructions;
• Updates work records of expenditures and other office records of similar difficulty and complexity;
• Receives, sorts, and files bills and/or documents;
• Verifies billing from vendors for completeness and accuracy;
• Processes and tracks work orders and requests for service;
• Handles inquiries from officials, outside agencies, and companies to obtain requested information or services;
• Prepares purchase documents for supplies from City warehouse or outside vendors;
• Operates a base radio and keeps in radio contact with mobile units or other fixed station units in emergency situations;
• Keeps logs of requests for Blue Stake locates, barricade rental information, vehicle and mileage information, and information received from telephone calls or transmitted by radio;
• Answers telephone calls and furnishes information to callers;
• Dispenses parts and materials to foremen and crew leaders;
• Updates computer data bases by inputting service requests, crew reports, Blue Stake requests, barricade rental, and other data;
• Retrieves management reports from the computer data bases;
• Prepares inventory of equipment in use and maintains same on automated system;
• Assembles a variety of data from office records for incorporation into daily and weekly reports;
• Maintains financial, personnel, and payroll records;
• Plans and schedules printing jobs;
• Greets visitors in a courteous and professional manner;
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Required Knowledge, Skills and Abilities:
Knowledge of:

• Office terminology, procedures, and equipment.
• Organization, policies, and operating procedures of the department.
• Division of Accounts and the City of Phoenix work order system.
• City of Phoenix streets and areas including the geographical layout of operating areas.
• Modern print shop operations including job planning, scheduling, and costing.

Skill in:

• Operating a personal computer, typewriter, and other common office equipment.

Ability to:

• Move objects 20-50 pounds short distances (20 feet or less).
• Operate a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
• Communicate orally with co-workers, customers, clients, or the public using a telephone or radio.
• Operate base radio equipment.
• Understand and follow moderately complex oral and written instructions in the English language.
• Exercise good judgment in making decisions.
• Act independently in handling minor problems.
• Work cooperatively with other City employees and the public.
• Perform physical inventories.
• Learn job-related material primarily through oral instruction and observation. This learning takes place mainly in an on-the-job training setting.
• Produce written documents with clearly organized thoughts using proper sentence construction, punctuation, and grammar.
• Perform basic mathematic calculations.
• Review or check the work products of others to ensure conformance to standards.
• Remain calm and effective under heavy workload and emergency situations.
• Speak with clear, well-modulated and pleasant voice and use good grammatical construction in choice of words.
• Comprehend and make inferences from material written in the English language.
• Work safely without presenting a direct threat to self or others.

Additional Requirements:

• Some positions require the use of personal or City vehicles on City business. Individuals must be physically capable of operating the vehicles safely, possess a valid driver's license, and have an acceptable driving record. Use of a personal vehicle for City business will be prohibited if the employee does not have personal insurance coverage.
• Some positions will require the performance of other essential and marginal functions depending upon work location, assignment, or shift.

ACCEPTABLE EXPERIENCE AND TRAINING:
Two years of responsible clerical work experience which provides the ability to maintain a variety of financial and related records, perform basic mathematical computations, operate base radios or telephone switchboard equipment, order and dispense supplies and materials, and deal with the public. Other combinations of experience and education that meet the minimum requirements may be substituted.