Job Description

SUPPORT SERVICES AIDE

JOB CODE 71320

Effective Date:	Rev. 07/09A

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. A Support Services Aide works 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 classification receive general supervision from supervisors in the Water Services, Street Transportation, Public Works, Aviation, Information Technology Services, 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;
• Data enters information obtained from various areas for use in reporting;
• Receives, sorts, and files bills and/or documents;
• Processes and tracks work orders and requests for service;
• Handles inquiries from officials, outside agencies, and companies to obtain requested information or services;
• Answers telephone calls and furnishes information to callers;
• Updates computer data bases by inputting service requests, crew reports, Blue Stake requests, barricade rental, and other data;
• Consults with supervisor regarding non-routine matters;
• Processes and tracks work orders and requests for service;
• Communicates orally with co-workers, customers, clients, or the public using telephone or radio;
• Uses graphic information such as maps, charts, tables, drawings, and other visual aides;
• 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 procedures (filing, business correspondence, answering phones, etc.) and equipment.
• Business software such as word processing, spreadsheets, databases, e-mail, calendaring, and the Internet.
• Organization, policies, and operating procedures of the department.
• Modern print shop operations including job planning, scheduling, and costing.

Skill in:

• Using a personal computer and other common office equipment.

Ability to:

• 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.
• 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.
• Remain calm and effective under heavy workload and emergency situations.
• Speak with a 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 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.