In a state agency this class is accountable for performing a full range of general clerical functions or for carrying out responsibility for the flow and completion of clerical work in an assigned area.
GUIDELINES FOR JOB CLASS USE
This class is intended for use where incumbents provide general clerical support to an office operation or provide support to a Processing Technician in the completion of a total processing service. Support provided must require independent judgment and initiative in meeting objectives and in making the correct choice between defined alternatives and sequential procedures. This class is distinguished from the Secretarial classes in that the primary function is to provide clerical support of the processing nature, as opposed to secretarial support.
Works under the general supervision of an employee of higher grade.
May lead lower level clerical or other employees as assigned.
EXAMPLES OF DUTIES
Types a variety of materials in relation to other duties or as assigned;
Enters and retrieves data on computers, tablets and other electronic equipment.
Sets up and maintains office procedures, filing and indexing systems and forms for own use.
Composes routine correspondence.
Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format).
Provides general information and referral services in response to citizen complaints or questions regarding an agency's services or authority;
Responds to inquiries from other work units or departments/agencies;
Applies agency policies and state statutes and regulations in determining case status or responding to requests for procedural assistance;
May lead lower level employees in carrying out assigned clerical functions.
Maintains calendars of due dates and initiates recurring work or special clerical projects accordingly;
Processes a variety of documents in determining routine case status;
Exercises discretion in choosing appropriate follow through procedures within defined guidelines including assembling and reviewing incoming materials for accuracy, completeness and conformance to established guidelines and agency policy and procedures, verifying information through use of internal resources and contacts with sender and other work units and soliciting additional information as required by phone or form letter;
Processes purchase requisitions/purchase orders for subsequent action;
Prepares payment lists and billing invoices;
Receives shipments of materials and matches/verifies shipment or billing invoices against original purchase orders;
Maintains billing control cards, files, journals or account ledgers by posting credits, expenditures, interest, etc.;
Figures payments, costs, discounts and adjustments using prescribed methods and formulas;
Receives monies in various forms such as cash, checks and money orders and prepares for deposit;
Maintains inventory and orders supplies;
Uses a variety of automated equipment to perform job functions;
Performs related duties as required.
KNOWLEDGE, SKILL AND ABILITY
Knowledge of office systems and procedures including proper telephone usage and filing;
oral and written communication skills;
performing arithmetical computations;
perform a full range of clerical tasks;
operate office equipment which includes computers, tablets and other electronic equipment;
operate office suite software;
schedule and prioritize workflow;
read and interpret complex instructions.
MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE
Two (2) years of general clerical work experience.
MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED
College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one-half (1/2) year of experience to a maximum of two (2) years.
Persons having responsibility for supervising or observing the behavior of inmates or custodial clients will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.
Candidates appointed to unclassified positions within Connecticut Innovations, Incorporated must meet the above Experience and Training requirements. These appointments will be made in accordance with Section 32-39 (7) of the Connecticut General Statutes.
JOB CLASS DESIGNATION
As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility.
This replaces the existing specification for the class of Office Assistant (Confidential) in Salary Group CA 13 approved effective May 25, 2018. (Revised to modify Substitutions Allowed) Final No. 23-146