County of Alameda

DESCRIPTION

This series specification describes two Stenographer classes which, under close supervision at the lower level and under supervision at the higher level, perform a variety of general clerical duties and take and transcribe shorthand dictation. The two classes are Stenographer I and Stenographer II.

DISTINGUISHING FEATURES

Positions allocated to classes in this series are distinguished from general clerical positions by requiring that incumbents spend in excess of 20 percent of working time taking and transcribing shorthand dictation of correspondence, reports, formal memoranda, and proceedings of meetings.

STENOGRAPHER II is the journey-level stenographic classification. Positions in this class perform functions which require the exercise of the independent judgment and time to learn the general language of the office. Incumbents perform a wide variety of moderately difficult stenographic and clerical work, requiring the ability to choose among a limited number of alternatives in solving routine problems. Positions at this level are assigned duties involving work with a variety of documents, formats or persons, frequently involving arithmetic calculations or extracting data from a group of standardized documents for entry into a data processing system. Positions at this level require that incumbents have the ability to identify and correct errors in basic English usage or arithmetic in documents which generally are not reviewed for technical detail.

EXAMPLES OF DUTIES

NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

1. Takes a variety of dictation and transcribes it literally; edits and revises copy.

2. Acts as receptionist, assisting visitors and callers by referring them to sources of information, distributing forms and explaining their completion, and answering requests for factual information by consulting various available sources; may operate a cord-equipped switchboard or a call director.

3. Inserts and extracts materials from subject-matter files, classifies material by nature or subject matter, and prepares new file folders as needed.

4. Extracts data from an established group of source documents, using standard references; codes materials for entry into a data processing system.

5. Prepares a variety of correspondence, forms, legal documents, reports, articles, technical specifications, memoranda, resolutions, minutes of meetings or hearings, and other written communications from written copy, dictation machine recordings, stenographic notes, or detailed procedural guides.

6. Maintains control records of the activities of a unit including work received, status of work in progress, work completed, and renewal actions required; prepares statistical summaries of the work activity of the unit.

7. Receives and discharges books and other library materials; prepares materials for circulation; maintains circulation records and sends overdue notices; may maintain a departmental library.

8. Prepares requisitions and purchase orders; checks prices and extensions and verifies discrepancies among purchase orders, receiving reports, and invoices.

9. On referral from supervisor, or after personally screening correspondence, answers routine requests for information by enclosing materials or sending form letters; composes routine letters on factual subjects.

10. Compiles routine reports from established sources.

11. May make out bills, abstracts, orders, notes, receipts, permits, licenses, etc.; computes and receives fees when the amount is not in question; posts data; collects money for meals, parking, etc.; disburses petty cash funds.

12. Receives, records, and stores valuables of persons housed in County institutions.

13. Maintains records of time worked, overtime, leaves and absences; adjusts records to reflect changes in status or shifts; prepares forms required for personnel transactions.

14. Performs clerical work for a hospital ward; transfers doctor's orders from charts to patient files; prepares requests for ordered supplies and services.

15. Obtains workers for polling places using mail, telephone, and personal contacts; assignment, training, and compensation of polling place workers.

16. Contacts persons receiving County services to arrange appointments, or relay information on test results and changes of status.

17. Receives and files legal documents checking for correct form and completeness; schedules hearing dates; records and issues form notices or legal actions; receives and records fines, bail, and bonds.

18. Segregates and routes incoming mail; operates office machines and devices such as mimeograph, teletype, and automatic copies; operates a microfilm machine; requisitions, receives, and charges out supplies; acts as a relief telephone operator.

MINIMUM QUALIFICATIONS

Either I

The equivalent of six months of experience in the class of Clerk I, Stenographer I, or an equivalent or higher level clerical class in the Alameda County classified service. (Non-classified includes District Attorney's Office, Hospital Authority, and the Consolidated Courts.)

Or II

The equivalent of one year of recent, full-time, paid experience in clerical work.

Or III

Special: Completion of a clerical training course approved by the Civil Service Commission.

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the "Examples of Duties" section of this specification.

Knowledge of:

· Basic elements of good English usage, spelling, and arithmetic.
· Also requires knowledge of general office methods, equipment, and correspondence.

Ability to:

· Type at a speed of 40 words per minute from clear copy; take shorthand at a speed of 80 words per minute and transcribe it accurately; perform general clerical work and learn the specific operations, procedures, and equipment of the office; spell correctly, use good English, and make arithmetical computations; understand and follow oral and written directions; establish and maintain cooperative relations with the public.
· Also requires the ability to perform clerical work of average difficulty which is not usually reviewed for technical details; identify and correct errors in basic English usage and/or arithmetic.

CLASS SPEC HISTORY

Old Document: Clerical Survey 1973
lb
New document: Jobspecs/1205-1210
ys/11/00

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

• Medical – HMO & PPO Plans
• Dental – HMO & PPO Plans
• Vision or Vision Reimbursement
• Share the Savings
• Basic Life Insurance 
• Supplemental Life Insurance (with optional dependent coverage for eligible employees) 
• County Allowance Credit
• Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
• Employee Assistance Program

For your Financial Future

• Retirement Plan - (Defined Benefit Pension Plan)
• Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

• 12 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Catastrophic Sick Leave
• Group Auto/Home Insurance
• Pet Insurance
• Commuter Benefits Program
• Guaranteed Ride Home
• Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
• Employee Discount Program (e.g. theme parks, cell phone, etc.)
• Child Care Resources
• 1^st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.