Salary: $39,397.28 – $61,557.60 Annually
Location : High Point, NC 27260
Job Type: Full-Time
Job Number: 6495
Department: Communications Center
Opening Date: 05/08/2023
Closing Date: Continuous
Occupational Summary
Performs skilled clerical and responsible administrative assistance for the Communications Division of the IT Services Department and related work as required.
Work is performed under the supervision of the Telecommunications Manager.
Essential Tasks
- Greets, screens, and provides visitors information or directs to appropriate persons.
- Prepares payroll for Communications division of the IT Services Department personnel, transfers regular and overtime hours to record sheets and computer programs, makes sure all necessary paperwork including leave forms have been signed by proper persons.
- Ensures the Computer Aided Dispatch (CAD) geo file and Master Street Address Guide (MSAG) databases are in 100% agreement with proper ESN, individual addresses, and public safety agency assignments for the High Point 911 Public Safety Answering Point (PSAP) within Guilford, Forsyth, Davidson, and Randolph Counties.
- Serves as a liaison to all municipality planning personnel, wireless exchange carriers, and local exchange carriers regarding addressing and jurisdictional boundaries.
- Resolves all address and phone number issues within a seventy-two (72) hour time frame.
- Maintains business information files in CAD system, obtains and enters updated information on businesses within the City, gathers information on locations, phone numbers, emergency contact persons and alarms, enters information.
- Orders equipment and supplies for Communications division of the IT Services Department.
- Picks up, sorts, and distributes mail, including confidential and public-safety sensitive reports, for the Communications division of the IT Services Department.
- Assists in administering 911 or other grant monies pursuant to NC General statues.
- Assists with accounting data for the division budget, such as monitoring budget expenditures and balances, proposing budget transfers for approval by the division head.
- Prepares personnel forms for new employees and maintains personnel action forms including increases, promotions, transfers, resignations, disciplinary actions on all department employees.
- Assists in hiring process including scheduling interviews, fingerprinting, psychological tests, city physicals, preparing background checks, calling references, compiling information into report kept in departmental files.
- Acts as liaison for department employees and the Human Resources Department, helps solve problems with insurance changes, beneficiary changes, address changes, etc;
- Schedules trips for departmental employees, makes reservations, completes travel authorization, vouchers, and registration forms, completes expense records, and has forms signed by proper person.
- Answers telephone, takes messages, and directs to appropriate persons.
- Schedules equipment maintenance and repairs when needed.
- Sets up meetings and appointments as directed.
- Assists with special projects, as needed.
- Performs other clerical and administrative tasks as they relate to the 911 communications operations division.
- Ensures that all work is performed in accordance with OSHA and City Safety Standards and Policies.
Specifications
Qualifications
- Formal Education
- High School Diploma or GED equivalent
- Professional Experience
- 3+ years’ experience with overseeing administrative tasks for a large department
- Proficiency with computers, with typing skills of at least 35 wpm, considerable experience with Microsoft Office suite, and the ability to learn new software rapidly.
- Must possess valid NC Notary Public certification or obtain within 6 months from date of hire.
- Valid North Carolina Driver’s License
Preferred
- Strong interpersonal skills and the ability to effectively communicate (written/verbal) & collaborate with personnel, administrators, and leadership.
- Experience developing & managing organizational budgets.
- Understanding of processes for maintaining time-keeping records swing swift as well as full/part-time personnel.
- Accounts payable experience including the production of purchase orders and the handling of invoices.
Physical Requirements:
Hearing/Speaking – Expressing and/or receiving information by means of spoken word are both necessary to converse with internal and external customers including co-workers, citizens, and applicants.
Visual Abilities – The ability to perceive via eyesight is required for this position:
- Acuity, Far – Clarity of vision at 20 feet or more. Must be able to see from a distance when administering and observing employment tests, operating a motor vehicle, or addressing an audience.
- Acuity, Near – Clarity of vision at 20 inches or less. Must be able to see work-related business documents nearby.
- Depth Perception – Three-dimensional vision and the ability to judge distance and space relationships.
- Field of Vision – The area that can be seen up and down or to the right or left while eyes are focused on one point. Must be able to see a wide span of area.
- Accommodation – Must be able to adjust the eye lens to glance quickly.
Physical Strength – Degree of physical demands typically associated with this position include:
Light Work
- Exerting up to 20 pounds of force occasionally; and/or
- Exerting up to 10 pounds of force frequently; and
- A negligible amount of force to handle or move materials related to the position
Mental Activity/Requirements
Reasoning
Ability to apply principles of logical thinking combined with knowledge of principles and practices of public personnel and employment laws to work tasks and handle practical situations, comprehend and respond to a variety of situations in a timely fashion and exercise good judgment.
Mathematics Ability
Using arithmetic and/or Statistics: Ability to direct and oversee the use of arithmetic and/or statistics in the preparation of a variety of high-level reports.
Language Ability
Write: Ability to write letters, memos, and reports in English.
Read: Ability to read manuals, instructions, directions, report information, budget information, personnel forms, benefit booklets, requisitions, purchase statements, payroll information, computer designs and programs, calendars, recording forms, correspondence, invoices, ordinances, safety requirements, regulations and various other documents-in English-as they relate to this classification.
Speak: Ability to be conversant in voice and diction so as to participate in discussions with subordinates, personnel, and City leadership in person and via phone and/or video chat.
Environmental Conditions
Hazards
No hazards are associated with this job.
Physical Surroundings
The worker is subject to inside environmental conditions. Protection from weather conditions but not necessarily from temperature changes, however, on occasions the worker does have responsibilities outside the building and will be exposed to the various weather conditions.
Machinery/Tools/Work Aids/Other Equipment
Data communication systems including copiers, printers, fax machine, calculator, pens, pencils, computers, Personnel Resolution, ordinances, manuals, scheduling forms, telephone, telephone directory and other work aids related to the job.
Disclaimer
This job description may not be all-inclusive, as jobs evolve over time to meet the ever-changing needs of the City of High Point’s workforce. This job description neither intendeds to nor creates a contract or offer of employment to any individual. In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the City of High Point. Candidates selected for employment must pass a background screening as well as a pre-employment physical to ensure medical clearance to perform the essential functions of the job prior to receiving a full offer of employment.
The City of High Point is an at-will employer and employees may be terminated or may terminate their employment at any time with or without reason for any reason not prohibited by law.
City of High Point – Benefits Overview Statement
The City of High Point offers a comprehensive benefits package to all regular full-time employees including vacation, holiday, and sick leave as well as medical, dental, vision, and life insurance. Employees in designated part-time positions may participate in some of the benefit programs offered to regular full-time employees.
Access the following link to view City of High Point Benefits and links to Benefit sites:
Benefits Overview
The Benefits Handbook provides a summary of benefits for City of High Point Employees. Benefits Booklet =
01
By completing these supplemental questions, you are attesting that the information you have provided is accurate. Any information you provide may be reviewed by the hiring manager. Any misstatements or falsification of information may eliminate you from consideration or may result in dismissal. “See resume” is not an acceptable answer to any question. Resumes may be uploaded as a supplement to the online application. Resumes are not accepted in lieu of application and/or the Work History section.
- Yes, I understand
- No, I do not agree
02
Do you have a High School Diploma or GED?
- Yes
- No
03
Do you have at least three years of professional experience with overseeing administrative tasks for a large organization (35+ employees?)
- Yes
- No, but I have at least three years of professional experience with a smaller organization.
- No, I do not have at least three years of professional experience.
04
Can you type at least 35 words per minute (WPM)?
- Yes
- No
05
Do you currently possess a valid NC Notary Public certification?
- Yes
- No
06
Do you have any experience maintaining time-keeping records for non-traditional work schedules?
- Yes
- No
07
Do you have any experience developing and/or maintaining organizational budgets?
- Yes
- No
08
Do you have any experience with accounts payable, creating purchase orders, and handling invoices?
- Yes
- No
09
Do you have a valid North Carolina Driver’s License?
- Yes
- No, my license is with another state
- No, my license is expired
- No, I do not have a valid NC Driver’s License
Required Question