DEFINITION:
Under close supervision, performs routine, repetitive clerical work
involving the processing of documents in a variety of functions;
does other related duties as required.
DISTINGUISHING CHARACTERISTICS:
Positions in this title perform routine clerical work within a structured work setting. Duties are performed using well-established operating procedures. Incumbents work under very close supervision and clearly defined guidelines. The exercise of independent judgment
is limited due to the nature of work.
Positions reside in various State and Local government departments/
agencies, and may perform uncomplicated and/or repetitive clerical
tasks specific in a County or Municipal department/agency
(e.g. municipal courts, libraries, election offices, tax collection/assessment,
code enforcement, administrative or personnel offices, hospitals, recreation
offices, and other regulatory agencies.)
KNOWLEDGE AND ABILITIES:
Knowledge of office routines, equipment, and practices after a period of training. Ability to comprehend established office routines and department regulations. Ability to organize assigned clerical work and develop effective work methods.
Ability to make simple arithmetic calculations and tabulations. Ability to understand, remember, and carry out oral and written directions. Ability to perform tasks accurately within prescribed time frames.
Ability to work effectively with associates, superior officials, and members of the public concerned with the work of the department. Ability to sort, index, file, and pull varied types of materials using
an established filing system.
Ability to operate and perform routine maintenance on office machines and other equipment.
Ability to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units after a period of training. Ability to read, write, speak, understand, and communicate in English sufficiently to perform duties of this position. American Sign Language
or Braille may also be considered as acceptable forms of communication.
Persons with mental or physical disabilities are eligible as long as they can perform essential functions of the job with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.
EXAMPLES OF WORK:
Receives, screens, reviews and verifies documents.
Reviews and checks assigned reports, applications, and other documents for corrections and completeness; refers problems to a lead worker or supervisor for resolution.
Opens, time stamps, sorts, numbers, and distributes mail.
Maintains prepared mailing lists.
Sorts, indexes, and files checks, cash stubs, vouchers, requisitions and other materials, numerically, alphabetically, or according to other predetermined classification; maintains such files.
Receives applications, documents, forms and fees; screens, sorts and assembles this information for further processing. May wrap packages for shipment by mail or express.
Assembles materials for distribution. Hand stamps letters, papers, and other documents.
Fills in and checks form letters, circulars, and forms as directed. Compiles information and/or numerical data. Provides general, routine information in person and over the telephone;
refers complicated or non-routine inquiries to appropriate staff.
May enter and/or retrieve information on a computer terminal. May occasionally perform keyboarding/typing duties, but not as the
primary function of the position.
May assist in requisitioning, storing, and distributing office supplies. May assist in preparing and verifying payrolls and make simple arithmetic calculations.
Schedules administrative proceedings; may process requests for scheduling changes.
May transfer information onto forms, form letters, cards, envelopes, labels, charts and transmittals.
When assigned to a court, learns to prepare the docket (or schedule) of cases to be called and to contact witnesses, attorneys, and other parties to collect or provide information; learns to call court to order, administer oaths to jurors, witnesses, court officers and others, announce postponements, and adjourn court; assists the judge both on the bench and in the chambers.
When assigned to a tax office, learns to compute and record tax payments. When assigned to a finance or tax office, learns to perform specialized clerical work involving the preparation and maintenance of assessment rolls and records.
When assigned personnel duties, learns to process personnel action forms, maintain personnel records and gather sensitive or confidential information or data.
Operates various types of office and mail processing machines such as a keyboard equipment, calculators, computer printers, sorter, photo-copier, fax machine, stamping machine, labeling
machine, etc.; may perform simple maintenance tasks such as adding toner, paper or changing ribbons.
Prepares routine reports or assists in the preparation of reports by gathering data, tabulating results, and/or preparing simple charts. Maintains records and files.
Will be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
