To perform a variety of the more specialized and responsible administrative, clerical, and document processing functions for an assigned program or project.
This is the advanced journey level class in the Administrative Clerk series. Positions at this level are distinguished from other classes within the series by the level of responsibility assigned, the complexity of duties assigned, independence of action taken, and by the nature of the public contact made. Employees perform the most difficult and responsible types of duties assigned to classes within this series including performing administrative clerical duties which require specialized knowledge related to area of assignment or providing technical and functional supervision over assigned clerical staff. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from management professional or supervisory personnel, and may receive technical and functional supervision from higher level clerical staff.
May exercise technical and functional supervision over clerical personnel.
EXAMPLES OF ESSENTIAL DUTIES
Duties may include, but are not limited to, the following:
Relieve supervisor or other department staff of administrative support service functions; utilize independent judgment and initiative.
Act as interdepartmental liaison relating to administrative or project support functions for the office and for compliance with County regulations and practices relating to those functions.
Perform complex administrative clerical duties related to a programmatic area of assignment.
Conduct field site visits as necessary.
Perform full time data entry of complex department documents including preparation, formatting and proofreading.
Interpret, apply and explain policies and procedures related to area of assignment; respond to individuals requesting services related to area of assignment.
Prepare correspondence and supporting documentation relating to area of assignment; maintain accurate records and files of program activities.
Respond to public inquires, both on the telephone and in person, and refer to appropriate staff member for more complex information as appropriate; exhibit familiarity with functions of the County.
Act as information source to inquiries not requiring the supervisor's attention and otherwise assist in representing the department by telephone and in person; compose correspondence as required.
Collect information from a variety of documents pertinent to assigned department or functional area of responsibility; compile data for reports; prepare routine reports as required.
Maintain and monitor records and files; follow up on due dates; perform other monitoring functions to ensure timely completion of work.
Assist in preparation of a program budget and track expenditures during the year.
May perform secretarial duties as necessary; type, proofread and edit correspondence, reports, proposals and contracts.
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.
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: Three years of increasingly responsible clerical experience.
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
English usage, spelling, grammar, and punctuation.
Filing and record keeping systems
Basic mathematical calculations.
Personal computer and office equipment necessary for successful job performance.
Business letter and report writing.
On a continuous basis, sit at a desk and/or stand at counter for long periods of time. Intermittently twist and reach office equipment; write and use keyboard to communicate through written means; run errands; lift light weight.
Mentally analyze assignments received, differentiate between two or three sets of information, identify and interpret general department information, know, observe, problem solve, remember, understand, explain, and count.
Understand the organization and operations of the County and of outside agencies as necessary to assume assigned responsibilities.
Organize duties and determine priorities in order to meet assigned deadlines.
Interpret, explain and apply operating policies, rules and procedures of assigned function.
Establish and maintain basic financial records; perform mathematical calculations.
Assign and review the work of others.
Compile and maintain extensive records and files.
Type at a speed of 45 words per minute.
Operate a variety of office machines and computer equipment.
Establish and maintain effective working relationships with those contacted in the course of work.
Work with various cultural and ethnic groups in a tactful and effective manner.
Communicate clearly and concisely, both orally and in writing.