Administrative Clerk I, II, III

ADMINISTRATIVE CLERK I, II, III

 

DEFINITION: Under general supervision, provides a variety of routine administrative and office support to County departments, which may include receptionist duties, typing, word processing, data entry, record keeping, filing and billing; and performs other work as assigned.

 

DISTINGUISHING CHARACTERISTICS: Administrative Clerk is the entry level class in the Administrative Clerk series. Initially under close supervision, incumbent learns office, County and department procedures. As experience is gained, incumbents work more independently within established guidelines.

 

Administrative Clerk II is the working level class of this series, fully competent to independently perform a variety of office support services.  Positions are characterized by the presence of fairly clear guidelines from which to make decisions and the availability of supervision in non-routine circumstances.

 

Administrative Clerk III is the advanced journey level class of this series, an employee is eligible for this level upon fully mastering the primary assignment for which hired and has become fully crossed trained, proficient and routinely performs the other assignments within the office.

 

Progression to higher levels of this series is based upon certification from the department head and confirmation by the County Administrator that the employee is qualified to perform at that level and is assigned the relevant duties.  Employees in the class of Administrative Clerk I are normally expected to qualify for promotion to Administrative Clerk II within twelve months of hire if they are hired into a flexibly staffed position.

 

Administrative Clerk I, II, III is distinguished from Administrative Clerk IV in that the latter is assigned administrative office support duties that are an unusual combination of assignments or includes ongoing oversight of a small project, program or office without supervisory authority over other employees.

 

EXAMPLES OF DUTIES: The duties listed below are examples of the work typically performed by employees in this class. An employee may not be assigned all duties listed and may be assigned duties which are not listed below. Marginal duties (shown in italics) are those which are least likely to be essential functions for any single position in this class.

 

1. Receives and screens visitors and telephone calls and takes messages; schedules appointments; greets people visiting the office; assists the public and other departments or agencies in person and by phone by answering inquiries related to department records, services and programs; receives complaints and attempts to resolve them; explains rules, policies and procedures; explains proper use and completion of forms and documents.

 

2. Compiles and assembles information from files, records and regulations in response to inquiries for general or specific technical information; types correspondence reports, forms and specialized documents related to the functions of the assigned unit from a variety of sources; may compose standard correspondence from brief instructions; types a variety of material including graphs, charts, reports, financial statements, resolutions, forms, and legal documents; composes correspondence.

 

3. Proofs typed and other materials for accuracy, completeness, compliance with departmental policies and applicable regulations and corrects English usage, including grammar, punctuation, and spelling.

 

4. Establishes and maintains office files; researches and compiles information from files; purges files as required.

 

5. Enters, edits and retrieves data and prepares periodic or special reports form computer systems following established formats and menus; may create reports, spreadsheets, and other documents based on predetermined criteria using programmed software.

 

6. Receives and verifies bills, invoices, vouchers, purchase orders, claims and related materials; tabulates amounts; codes data for processing; prepares billings; posts information to appropriate accounts, logs and reports; adjusts and corrects accounts, adjusts and balances totals; traces and corrects errors; maintains fiscal records.

 

7. Collects fees, fines and other monies; makes collection calls and sends late payment notices; contacts originators regarding returned checks and makes arrangements for payment; reviews activity and cash reports produced by other staff to verify accuracy; prepares bank deposits, reconciles to daily receipts and balances to the register; prepares checks for daily receipts; reconciles bank statements.

 

8. Prepares and updates a variety of records, forms and reports which require the use of arithmetic calculations and consolidation of materials from several sources; maintains records and processes forms, such as work orders, purchase requisitions and billings; prepares financial statements and quarterly and year-end summary reports.

 

9. Maintains and processes a variety of records and transactions; determines acceptability of information and selects proper procedures; codes and classifies data; compiles summaries; identifies and corrects deletions and omissions; gathers information from documents and contacts with other offices and agencies; enters and retrieves data and prepares periodic or special reports form computer systems; sets up or creates special formats, reports, spreadsheets and databases using programmed software to meet departmental needs.

 

10. Compiles materials for meetings; may prepare agendas and attend such meetings to take summary notes as required; provides clerical support one or more Committees, Boards or Commissions; maintains files; prepares agendas, takes notes and summarizes minutes of meetings.

 

11. Opens and distributes mail, processes outgoing mail, prepares requisitions and performs other general office support services.

 

12. Operates standard office equipment, including work processors, personal or on-line computers, fax machines, copy machines and telephones.

 

QUALIFICATIONS FOR EMPLOYMENT

 

Knowledge and Ability:

 

Knowledge of department practices, procedures, services and regulations; office practices and procedures, including filing and the operation of standard office equipment; basic record keeping principles and practices; correct English usage, including spelling, grammar and punctuation; business arithmetic.

 

Ability to understand and apply specific rules, codes, regulations and procedures; perform detained office support work; make appropriate decisions independently and in accordance with established policy; operate standard office equipment including a word processor or computer terminal; organize and maintain accurate files and records; provide factual information both in person and on the telephone; accurately type at a rate sufficient to perform assigned duties.

 

Special Requirements:

 

Some positions may require possession of a driver’s license or alternate means of travel.

 

Experience and Training: Any combination of training, education and experience that would provide the required knowledge and abilities. A typical way to gain the required knowledge and ability is:

Level I:         Some experience performing routine administrative office clerical duties.

 

Level II:        One (1) year of experience performing administrative clerical duties directly related to the area of assignment. 

 

Level III:       One (1) year of experience performing administrative clerical duties that are directly related to the area of assignment and upon fully mastering the primary assignment                          for which hired and has become fully crossed trained, proficient and routinely performs the other assignment within the office.

 

PHYSICAL DEMANDS

Strength, dexterity, coordination and vision to use keyboard and video display terminal for prolonged periods on a regular basis. Dexterity and coordination to handle files and single pieces of paper; occasional lifting of items weighing up to twenty-five pounds, files, stacks of paper, reference and other materials. Moving from place to place within the office.  Some reaching for items above and below desk level.

 

WORKING CONDITIONS

Generally clean work environment with limited exposure to conditions such as dust, fumes, odors or noise; periodic contact with angry and upset individuals.

 

FLSA Status: Non-Exempt                                                                                    

 

The duties listed above are intended only as illustrations of the various types of work that may be performed.

The omission of specific statements of duties does not exclude them from the position

if the work is similar, related or a logical assignment to the position.