County of Alameda

DESCRIPTION

Under general supervision, to perform a wide variety of general office support, which may include specialized and technical document preparation, data entry, typing, receptionist duties, and to perform other duties as required.

DISTINGUISHING FEATURES

This is a general clerical class. Incumbents in this class perform general office support functions for various divisions, which involve all phases of general clerical work. This class is distinguished from the Administrative Assistant, Zone 7, class in that the latter class is generally assigned to higher-level managers and performs more difficult administrative duties requiring the exercise of greater initiative, judgment and responsibility.

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. Types a wide variety of correspondence, reports, forms, memos, spreadsheets, requisitions, contracts, and other documents including confidential reports from drafts.

2. Answers and routes incoming phone calls, providing factual information regarding Agency programs and services to the public which may require interpretation of policies and procedures and use of tact and judgment; may dispatch messages to personnel in the field.

3. Proofreads typed materials for accuracy, completeness, format, and correct grammar, punctuation, and spelling; designs new formats and forms as needed for administration of various programs.

4. Receives, processes and distributes incoming mail to appropriate personnel; processes outgoing mail; assists with mass mailings and special mailing activities; arranges for overnight deliveries.

5. Maintains calendar of activities, meetings, and various events; arranges meetings and makes appointments; provides staff support to committees such as preparing agendas, materials and minutes.

6. Operates a variety of standard office equipment, including job-related computer hardware and software applications; provides relief for other Agency office support staff, including reception or other clerical duties as needed.

7. Organizes and maintains various administrative filing systems, including manual and electronic files; purging files and records according to retention guidelines.

8. Copies and distributes employee notices such as Agency procedures, safety or benefit information, training materials, and other notices related to job assignment.

9. Orders and tracks office supplies.

10. Drives a motor vehicle to various Agency facilities, governmental agencies, and other locations to pick up and deliver correspondence, documents, materials, and supplies.

11. Performs other duties as required.

MINIMUM QUALIFICATIONS

Either I

The equivalent of one year of experience in the class of Specialist Clerk I or in an equivalent or higher level 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 two years of full-time, responsible clerical experience.

License:

Possession of a California Driver’s License.

Special Requirements:

Must be proficient at word processing and spreadsheet applications; must be able to type at a corrected speed of 50 WPM.

NOTE: The Civil Service Commission may modify the 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:

• Modern office practices and procedures, including filing and record management systems.
• Receptionist and telephone techniques.
• Standard office equipment, including the operation of personal computers.
• Proper English usage, spelling, grammar and punctuation.
• Mathematics.


Ability to:

• Perform a variety of clerical and office support work with minimal guidance and supervision.
• Use a personal computer, including related office support software, at a skill level and with a degree of accuracy to meet job requirements.
• Deal tactfully and courteously with the public and other Agency staff when providing information.
• Operate a variety of standard office equipment.
• Apply policies, rules and regulations to different situations.
• Understand and carry out oral and written instructions.
• Read and write at the level required for successful job performance.
• Establish and maintain cooperative working relationships.

CLASS SPEC HISTORY

Typed: 10/29/96
RE:lm
Old document: 1337h.doc
New document: Jobspecs/4918
ys/5/01
CSC Date: 11/27/96
RE:po 12/14/05 Clerical Study
CSC Date: 6/7/2006
MAH:cs Revised 5/20/14
CSC Date: 6/11/14

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.