Administrative Clerk - Journey

NOTE: This position is scheduled to receive a 2% wage increase effective November 15, 2014.

The established eligible list created by this recruitment may be used in the future to fill extra help and or permanent positions should vacancies arise, with the approval from the County Executive Officer.

Extra Help/temporary assignments are not eligible for benefits and are limited to working 28 hours per week with a fiscal year cap of 1000 hours or 960 hours for CalPERS retired annuitants. Extra Help appointments may be eligible for transition to permanent status, should vacancies arise, with the approval from the County Executive Officer.

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

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.

Receives general supervision from management, professional or supervisory personnel, and may receive technical and functional supervision from secretarial or higher level clerical personnel.

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.

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 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.
• Organization, procedures and operating details of an office.

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. Work with various cultural and ethnic groups in a tactful and effective manner.
• Type accurately at a speed necessary for successful job performance.
• 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. 
  
   

Written Examination (100) 

The written examination may include multiple choice, true/false, fill-in, matching, and/or essay type questions directly related to the required knowledge and abilities for this classification.

All applicants who meet minimum qualifications will be required to respond to an online Conviction History Questionnaire, which will be sent as a link on their notification that minimum qualifications have been met. Failure to respond to this questionnaire within (3) three calendar days of the minimum qualification notification will result in disqualification from the examination. Responses are due 11/24/2014.

Prior to the date of hire, applicants must undergo a fingerprint test by the Department of Justice, pass a medical examination, which may include a drug screening and possibly a psychological evaluation, sign a constitutional oath and submit proof of U.S. citizenship or legal right to remain and work in the U.S.  For some positions, applicants may also be required to submit proof of age, undergo a background investigation and/or be bonded.

All new permanent employees, with the exception of sworn law enforcement and management, shall be required to join the employee organization or pay an 'Agency Fee' as a condition of employment.

The eligible list(s) resulting from this recruitment may be certified as a substitute list for a substantially similar classification.  For this purpose, a substantially similar classification is one at a lower level in the same classification (example: entry level vs. journey) and/or a similar classification (similar work performed, similar training and experience qualifications required). If you are contacted for an interview by a County department, you will be informed of the classification and other relevant information. If you choose not to interview for a substantially similar classification, you will remain on the eligible list for which you originally applied.

Placer County now offers an expedited process for qualifying certain applicants for interviews. Candidates currently employed, or employed within the last year, by a public agency operating under a personnel civil service or merit system may be eligible to be placed on a Public Agency Eligible List and certified as eligible for appointment to a similar job assignment without going through the examination process. For more information on the Public Agency Eligible List, to download forms, or to apply, please visit our website at: http://www.jobaps.com/placer/sup/abfreenames.asp.

Thank you for your interest in employment with Placer County. Placer County is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of Placer County that harassment and retaliation is prohibited and that all employees and applicants shall receive equal consideration and treatment. All recruitment, hiring, transfer and promotion will be based on the qualifications of the individual for the positions being filled regardless of sex, sexual orientation, race, color, ancestry, religious creed, national origin, physical disability (Including HIV and AIDS), mental disability, medical condition (cancer or genetic characteristics/information), age (40 or over), marital status, pregnancy, childbirth and related medical conditions, or any other classification protected by federal, state or local laws or ordinance. Please contact the Personnel Department at least 5 working days before a scheduled examination if you require accommodation in the examination process. Medical disability verification may be required prior to accommodation.

The following information represents benefits currently available to permanent Placer County employees and may be subject to change.  It is advisable that applicants inquire as to the most current benefit package during hiring interviews or by contacting the Personnel Department.

Click here to view benefits for General bargaining unit

11/17/2014 Minimum Qualifications Screening
11/18/2014 Conviction History Questionnaire Notice to be sent
11/24/2014 Conviction History Questionnaire Responses due
12/02/2014, 12/03/2014 or 12/04/2014 Tentative Exam Dates