Administrative Clerk IV
ADMINSTRATIVE CLERK IV
DEFINITION: Under general supervision, provides a variety of administrative support services such as records management, complex clerical accounting duties, information systems coordination and office management; and performs other work as assigned.
DISTINGUISHING CHARACTERISTICS: Administrative Clerk IV is assigned administrative office support duties that are in an unusual combination of assignments or included ongoing oversight of a small project, program or office without supervisory authority over other employees.
Administrative Clerk IV is distinguished from the Administrative Clerk I, II, III series in that the former is assigned the most difficult, technical, complex and/or specialized office/function coordination duties.
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.
- Assists 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.
- Acts as secretary or assistant for one or more higher level professional, administrative or management staff responsible for a program area; maintains calendars and daily work schedules; prepares agendas, takes notes, and summarizes minutes of meetings; assists in the development of policies and procedures; establishes, revises and maintains departmental filing systems; makes travel and training arrangements.
- Oversees an office function; coordinates departmental activities to ensure completion in a timely fashion; assists with routine personnel matters; facilitates procurement of supplies; may assist with budget preparation.
- Compiles and assembles information from files, records and regulations in response to inquiries for general or specific technical information; types and prepares a variety of material including graphs, charts, reports, financial statements, resolutions, forms and legal documents; composes correspondence.
- Maintains records and files; inputs a variety of fiscal and statistical information into the County’s computer system produces summary reports using computer systems and manual records; reconciles reports with other records.
- Initiates, 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.
- Reviews transaction, payroll purchasing and cash reports produced by other staff to verify accuracy; reconciles receivables, transaction reports and bank statements and verifies to ledgers; prepares bank deposits for a variety of accounts and balances to the register; contacts originators regarding returned checks and makes arrangements for payments.
- Reviews reports produced, verified accuracy and reconciles discrepancies; contacts originator of report to discuss corrections and revisions; finalizes reports for presentation or submission to the appropriate sources.
- Prepares billings for services; reviews bills before mailing; adjusts and corrects accounts.
- Reviews and processes accounts payable for payment checking for compliance with applicable budget, accounting and other regulations; organizes, prepares and codes invoices; sets up new vendor files and updates vendor list; prepares checks for signature.
- Enters financial and statistical information into the computerized accounting systems; enters changes affecting computations; runs reports and reconciles reports; generates and distributes payment and billing documents; prepares reports to taxing and other agencies.
- 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 basic regulations and principles applicable to bookkeeping and financial record keeping principles and methods; office management; practices and procedures, including filing and the operation of standard office equipment; basic record management principles and practices, records keeping methods and filing system; correct English usage, including spelling, grammar and punctuation; business arithmetic; principles of general accounting and municipal/fund accounting; business correspondence from and styles.
Ability to perform detailed record keeping work using numerical data and requiring calculations; understand oral and written instructions and policies and independently act upon the instructions and policies; apply the principles of accounting to maintenance of financial records; organize work to meet deadlines and achieve effective use of staff resources; make appropriate decisions independently and in accordance with established policy; work harmoniously and tactfully with other employees, representatives of organizations conducting business with the County and the general public; compose routine correspondence and narrative reports; perform detailed office work; 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.
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:
Four years of relevant office clerical experience or completion of a (2) year college degree with a major in a relevant field and two years of relevant office clerical experience.
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.
Generally clean work environment with limited exposure to conditions such as dust, fumes, odors or noise; dealing with uncooperative, upset individuals in the office and in the field.
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.