Job Description

General Statement of the Job & Essential Functions

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GENERAL STATEMENT OF JOB

Under general supervision, this position is responsible for handling large quantities of incoming, outgoing, and interoffice mail. Reports to the Administrative Manager.

ESSENTIAL JOB FUNCTIONS

Picks up mail, documents, and packages; sorts, marks, and delivers to departments, agencies, or individuals; gathers outgoing mail, documents, and packages; and sorts, marks, applies postage or otherwise prepares for shipment or other delivery.



Prepares payment documents for payment to vendors; maintains stocks of materials and supplies; issues and delivers materials to departments, agencies, or individuals; and performs routine office tasks, such as data entry, typing, faxing, phoning, and copying.



Receives assignments from incoming work orders; determines work to be performed; determines and obtains materials and equipment needed; plans sequence of work; prepares site for repair and/or construction of work; and removes trash and debris from the work site daily.



Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.

Knowledge, Skills & Abilities

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PERFORMANCE INDICATORS

Knowledge of Job:

Has considerable knowledge of modern office practices and procedures. Has considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary. Has general knowledge of the policies and procedures, organization and function of the department. Is able to follow oral and written instructions. Is able to perform medium physical work. Is able to establish and maintain effective working relationships as necessitated by work assignments.

Quality of Work:

Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate corrective action to correct any quality of deficiencies that occur in areas of responsibility. Maintains high quality of communication and interacts within departments and division, and with co-workers and the general public.

Quantity of Work:

Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."

Dependability:

Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

Attendance:

Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time- off requests.

Initiative and Enthusiasm:

Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Judgment:

Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.

Relationships with Others:

Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees and managers in other departments, to project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city. Emphasizes the importance of maintaining a positive image within the city. Interacts effectively with fellow employees, Building Maintenance Superintendent (Paint/Carpentry), professionals and the general public.

Coordination of Work:

Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establish a personal schedule accordingly. Attends meetings, planning sessions and discussions of time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings and deadlines.

Safety and Housekeeping:

Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly work place.

Education, Experience & Special Requirements

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EDUCATION & EXPERIENCE

High School Diploma and 1-2 years of related experience; or an equivalent combination of education and experience.

SPECIAL REQUIREMENTS

An acceptable general background check to include a local, state, and federal criminal history check and sex offender registry check. Individuals in this position cannot be listed as having a founded child abuse or neglect complaint.



A valid driver's license with an acceptable driving record. This position requires pre-employment physical.



In the event of a declared emergency in the city of Portsmouth, individuals in this position are required to work shelter duty and may be called on to perform duties as required to provide for the safety and care of the citizens of the community.

Physical Demands

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MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED

TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements:

Must be physically able to operate a variety of equipment and tools to include saws, hammers, drills, sanders, and hand tools. Must be able to exert up to 75 pounds of force occasionally, and/or up to 50 pounds of force frequently and/or up to 25 pounds of force constantly to move objects. Physical demand requirements are for Medium Work.

Data Conception:

Requires the ability to compare and or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communication:

Requires the ability to speak and or signal people to conveyor exchange information. Includes receiving instructions, assignments and/or directions from supervisors.

Language Ability:

Requires the ability to read a variety of correspondence, reports, personnel records, applications, procedure manuals, forms, etc. Requires the ability to prepare correspondence, reports certificates, forms, logs, etc. Requires the ability to speak to people with poise, voice control and confidence.

Intelligence:

Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions. Requires the ability to assess critical situations and establish methods to resolve such situations.

Verbal Aptitude:

Requires the ability to record and deliver information, to explain procedures, to follow oral and follow oral and written instructions. Must be able to communicate effectively and efficiently using standard English, and construction terminology.

Numerical Aptitude:

Requires the ability to utilize mathematical formulas. Must be able to add, subtract, multiply, and divide.

Form/Spatial Aptitude:

Requires the ability to inspect items for proper length, width and shape.

Motor Coordination:

Requires the ability to coordinate hands and eyes rapidly and accurately in using construction and carpentry equipment and hand tools.

Manual Dexterity:

Requires the ability to handle a variety of items, such as office equipment. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination:

Requires the ability to differentiate between colors and shades of color.

Interpersonal Temperament:

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress.

Physical Communication:

Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear).

AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS

The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.


This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.