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Performs a wide variety of clerical support and secretarial duties relating to Services Operations.
Duties and Responsibilities:
Prepares Supplemental Reports of Goods Received for all assigned Services Departments.
Collects data from departments and prepares monthly reports for accruals and journal vouchers. Provides the Accounting Office with input on adjustments, repairs, deposits and advance payments, etc.
Researches variances in data submitted by the Accounting Office on preliminary operating statements utilizing source documents. Makes extensions to RGRs received from Accounting Office.
As required makes changes, additions/deletions to existing programs to generate reports to include comparative sales reports, comparing actual operating results against the previous year and the current budget percentages of increase/ decrease etc.
Prepares worksheet of incoming and outgoing RGRs of all departments. Generates complete reports as required.
Prepares monthly Teleflora Telephone order and Portrait Studio for orders. Totals transmittal charges and forwards to the Accounting Office for processing.
May prepare supplemental RGRs on delinquent payments for TV rentals. Researches unpaid invoice requests.
Maintains log on laundry/ dry cleaning services. Receives delivery tickets from laundry/ dry cleaning store and verifies the monthly charges against contractors invoice/ merchandise transfer. Receives outstanding loss/ damaged claims from laundry/ dry cleaning store for damaged items. Prepares outstanding claims memorandums.
May act as department timekeeper.
As Secretary performs duties such as screening callers who wish to see Department Manager, answering telephone inquiries utilizing knowledge of office functions, relaying messages or referring calls to superior, or to other appropriate personnel. Screens, sorts and distributes all incoming correspondence to appropriate services departments. May handle ship messages logs and distributes accordingly, prepares invoices for billing.
Maintains a number of records, logs, control sheets department files. Instructions Notices Manuals Bulletins etc.
May maintain short term concessionaire contracts. Prepares monthly reports.
Prepares a variety of correspondence from rough or handwritten draft.
Work is performed independently and in conformance with established policies, procedures and regulations. Refers unusual problems to supervisor for resolution. Review is made for accuracy adequacy and adherence to regulatory material.
Uses appropriate software programs in the performance of duties.
Performs other related duties as assigned.
One year progressively responsible clerical or office work of any kind, in which the applicant has demonstrated the ability to perform satisfactorily at the grade level of the position.
AND SPECIALIZED EXPERIENCE: One year progressively responsible experience performing clerical or administrative support duties or experience in a related area which demonstrates the ability to perform the work of the position.
OR SUBSTITUTION OF EDUCATION FOR EXPERIENCE 12 year academic study above the high school level may be substituted for each 6 months of 1 year of general and 1 year specialized.
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