Placer County

Administrative Clerk - Entry (#12202)

$16.86-$21.05 Hourly / $2,922.40-$3,648.67 Monthly / $35,068.80-$43,784.00 Yearly

Administrative Clerk - Journey (#12203)

$18.58-$23.22 Hourly / $3,220.53-$4,024.80 Monthly / $38,646.40-$48,297.60 Yearly


DEFINITION

To perform a wide variety of general clerical and routine secretarial duties related to the function and department assigned.

DISTINGUISHING CHARACTERISTICS

Administrative Clerk - Entry
This is the entry level class in the Administrative Clerk series.  Positions in this class typically have little or no directly related work experience and work under immediate supervision while learning job tasks.  The Administrative Clerk - Entry class is distinguished from the journey level by the performance of less than the full range of duties assigned to the journey level.  Incumbents work under immediate supervision while learning job tasks, progressing to general supervision as procedures and processes of assigned area of responsibility are learned.

Administrative Clerk - Journey 
This is the full journey level class in the Administrative Clerk series and is distinguished from the Administrative Clerk - Entry level by the ability to perform the full range of duties assigned with only occasional instruction or assistance as unusual or unique situations arise.  Positions in this class are flexibly staffed and are normally filled by advancement from the Administrative Clerk - Entry level.

SUPERVISION RECEIVED AND EXERCISED

Administrative Clerk - Entry
Receives immediate supervision from management, professional or supervisory personnel, and may receive technical and functional supervision from secretarial or higher level clerical personnel.
 
Administrative Clerk - Journey
Receives general supervision from management, professional or supervisory personnel, and may receive technical and functional supervision from secretarial or higher level clerical personnel.

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to, the following:

  • Perform general clerical duties related to assigned functional area.
  • Type, proofread and process a variety of documents and forms including general correspondence, memos, and statistical charts from rough draft, recordings or verbal instruction.
  • Act as a receptionist; answer the telephone and wait on the general public, giving information on department and assigned program policies and procedures.
  • Issue, receive, type and process various applications, permits and other forms; register participants in County sponsored programs.
  • Process bills and collect fees, permits and licenses; record payments and send delinquent notices as necessary.
  • Operate standard office equipment including word processing applications as assigned; may perform duties on computer spreadsheet programs; operate stand alone, computer software programs as related to assigned area.
  • Schedule inspections and/or other appointments as assigned.
  • Attend meetings for the purpose of making notes; prepare and distribute meeting summaries.
  • Perform a wide variety of clerical work including filing, billing, and checking and recording information on records.
  • Sort and file documents and records, maintaining alphabetical, index, and cross-reference files.
  • Maintain a variety of statistical records; check and tabulate statistical data; prepare routine statistical reports.
  • Receive, sort and distribute incoming and outgoing mail.
  • Build and maintain positive working relationships with co-workers, other County employees and the public using principles of good customer service.
  • Perform related duties as assigned.

MINIMUM QUALIFICATIONS

Administrative Clerk - Entry

Experience and Training
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:
 
Experience: No experience required.  One year of clerical experience is desirable.
 
Training: Equivalent to the completion of the twelfth grade.

License or Certificate:
May need to possess a valid driver's license as required by the position.  Proof of adequate vehicle insurance and medical clearance may also be required.
 
Administrative Clerk - Journey
 
Experience and Training
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:
 
Experience: Two years of experience performing duties comparable to that of an Administrative Clerk - Entry for Placer County.

Training: Equivalent to the completion of the twelfth grade.

License or Certificate:
May need to possess a valid driver's license as required by the position.  Proof of adequate vehicle insurance and medical clearance may also be required.

KNOWLEDGE, SKILLS, AND ABILITIES

Administrative Clerk - Entry

Knowledge of:

  • English usage, spelling, grammar, and punctuation.
  • Principles of customer service and reception techniques.
  • Basic office methods and equipment including filing and computer systems.
  • Basic mathematical calculations.
  • Basic computer software and keyboarding.

Ability to:

  • On a continuous basis, sit at desk and/or stand at counter for long periods of time.  Intermittently twist and reach office equipment; write or use keyboard to communicate through written means; perform simple grasping and fine manipulation; lift light weight.
  • Intermittently review documents related to department operations; observe and identify problems related to duties; understand, interpret and explain department policies and procedures to the public and staff.
  • Learn the organization, procedures and operating details of the County department to which assigned.
  • Perform routine clerical work including maintenance of appropriate records and preparation of general reports.
  • Verify and check files and data.
  • Understand and carry out both oral and written directions.
  • Perform routine mathematical calculations.
  • Establish and maintain effective working relationships with those contacted in the course of work.
  • Learn to use a personal computer and office equipment necessary for successful job performance.
  • Work with various cultural and ethnic groups in a tactful and effective manner.
  • Type accurately at a speed necessary for successful job performance.

Administrative Clerk - Journey 

In addition to the requirements for Administrative Clerk - Entry:

Knowledge of:

  • Organization, procedures and operating details of an office.

Ability to:

  • Use a personal computer and office equipment necessary for successful job performance.
  • Schedule appointments and register participants in training programs.
  • Take notes and prepare meeting summaries.
  • Organize tasks and determine priorities in order to meet assigned deadlines.
  • Interpret, explain and apply operating policies, rules, and procedures of an assigned function.

     

CLASS: 12202; EST: 9/2/1995; REV: 6/1/1999;
CLASS: 12203; EST: 9/2/1995; REV: 6/1/1999;