This class is responsible for supervising and participating in the daily operations of a clerical unit.
Nature and Scope
This class reports to an administrative superior and is responsible for organizing, directing, coordinating and evaluating the daily operations of a clerical unit. Class incumbents plan, assign, review and evaluate the work of 2-5 subordinate clerical personnel. Incumbents interact with the public, other unit staff and government agencies to coordinate clerical functions, implement processes and procedures and to resolve problems.
Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
Plans, assigns, reviews and evaluates the work of subordinate clerical personnel; trains new personnel and instructs subordinates in new or revised policies and procedures; may interview job applicants and recommend hiring.
Interacts with the public, clients, vendors, agency staff and others orally and in writing to respond to inquiries and gather information, coordinate work operations and to implement new/revised procedures.
Recommends new/revised forms and procedures.
Sorts, files and retrieves material alphabetically, numerically, chronologically or by other categories.
Resolves customer complaints and problems to ensure efficient office operations and effective public relations.
Codes and posts information on manual/computerized records and documents and resolves discrepancies in information.
Collects and compiles data and prepares activity reports; maintains attendance, leave and time records and employee evaluations and prepares information for payroll.
Operates various office machines such as computer/data entry terminals, copiers, calculators, typewriter and telephone systems.
Requisitions, distributes and maintains supplies and inventory.
May collect money, issue receipts and maintain records of same.
Knowledge, Skills and Abilities
The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.
Knowledge of the principles and practices of supervision.
Knowledge of keyboard operations.
Knowledge of agency filing and recordkeeping systems.
Knowledge of unit operations, services and work procedures.
Knowledge of office practices and procedures.
Knowledge of grammar, punctuation and spelling.
Knowledge of basic mathematical calculations.
Knowledge of legal, medical, scientific or other technical terminology.
Skill in filing and recordkeeping methods and techniques.
Skill in searching files and records for information.
Skill in recording and compiling data accurately.
Skill in operating a variety of office machines and equipment including, but not limited to, computer/data entry terminals, copiers, calculators and telephone systems.
Ability to resolve complaints and problems.
Ability to communicate effectively in oral and written form.
Ability to establish work priorities and coordinate work operations.
Ability to compose routine memoranda.
Ability to verify accuracy of information and resolve discrepancies in records.
Ability to compile reports from records/files maintained.
Ability to elicit and provide routine information.
JOB REQUIREMENTS for Senior Clerk Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
Six months experience in office operations such as operating office machines, handling incoming and outgoing mail, postal and shipping services, answering phones, directing calls and taking messages; file maintenance; maintaining and updating supplies.
Six months experience in data collection which includes collecting, compiling and maintaining data from multiple sources such as files, records, databases, customers, staff or others.
Six months experience in record keeping.
Six months experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
Knowledge of staff supervision acquired through course work, academic training, training provided through an employer, or performing as a lead worker overseeing the work of others; OR supervising staff which may include planning, assigning, reviewing, and evaluating the work of others; OR supervising through subordinate supervisors a group of professional, technical, and clerical employees.