Administrative Clerk I, II, III (Hybrid)

Administrative Clerk

This position will be shared between the Treasurer's Office and the Comptroller's Department. Under general supervision, provides a variety of routine administrative and office support to County departments, which may include receptionist duties, typing, word processing, data entry, record keeping, filing, and billing; and performs other work as assigned.

Distinguishing characteristics : Administrative Clerk is the entry level class in the Administrative Clerk series. Initially under close supervision, incumbent learns office, County and department procedures. As experience is gained, incumbents work more independently within established guidelines. Administrative Clerk II is the working level class of this series, fully competent to independently perform a variety of office support services. Positions are characterized by the presence of fairly clear guidelines from which to make decisions and the availability of supervision in non-routine circumstances. Administrative Clerk III is the advanced journey level class of this series, an employee is eligible for this level upon fully mastering the primary assignment for which hired and has become fully crossed trained, proficient and routinely performs the other assignments within the office. Progression to higher levels of this series is based upon certification from the department head and confirmation by the County Administrator that the employee is qualified to perform at that level and is assigned the relevant duties. Employees in the class of Administrative Clerk I are normally expected to qualify for promotion to Administrative Clerk II within twelve months of hire if they are hired into a flexibly staffed position. Administrative Clerk I, II, III is distinguished from Administrative Clerk IV in that the latter is assigned administrative office support duties that are an unusual combination of assignments or includes ongoing oversight of a small project, program or office without supervisory authority over other employees.

Examples of duties include : receiving and screening visitors and telephone calls and taking messages; scheduling appointments; greeting people visiting the office; assisting the public and other departments or agencies in person and by phone by answering inquiries related to department records, services and programs; receiving complaints and attempting to resolve them; explaining rules, policies and procedures; explaining proper use and completion of forms and documents; compiling and assembling information from files, records and regulations in response to inquiries for general or specific technical information; typing correspondence reports, forms and specialized documents related to the functions of the assigned unit from a variety of sources; composing standard correspondence from brief instructions; proofing typed and other materials for accuracy, completeness, compliance with departmental policies and applicable regulations, and correcting English usage, including grammar, punctuation, and spelling; establishing and maintaining office files; researching and compiling information from files; purging files as required; entering, editing and retrieving data and preparing periodic or special reports from computer systems following established formats and menus; receiving and verifying bills, invoices, vouchers, purchase orders, claims and related materials; tabulating amounts; coding data for processing; preparing billings; posting information to appropriate accounts, logs, and reports; adjusting and correcting accounts, adjusting and balancing totals; tracing and correcting errors; maintaining fiscal records; collecting fees, fines and other monies; making collection calls and sending late payment notices; contacting originators regarding returned checks and making arrangements for payment; reviewing activity and cash reports produced by other staff to verify accuracy; preparing bank deposits, reconciling to daily receipts and balancing to the register; preparing checks for daily receipts; reconciling bank statements; preparing and updating a variety of records, forms, and reports which require the use of arithmetic calculations and consolidation of materials from several sources; maintaining records and processing forms, such as work orders, purchase requisitions and billings; preparing financial statements and quarterly and year-end summary reports; maintaining and processing a variety of records and transactions; determining acceptability of information and selecting proper procedures; coding and classifying data; compiling summaries; identifying and correcting deletions and omissions; gathering information from documents and contacts with other offices and agencies; entering and retrieving data and preparing periodic or special reports from computer systems; setting up or creating special formats, reports, spreadsheets and databases using programmed software to meet departmental needs; compiling materials for meetings; preparing agendas and attending such meetings to take summary notes as required; providing clerical support to one or more Committees, Boards or Commissions; maintaining files; preparing agendas, taking notes, and summarizing minutes of meetings; opening and distributing mail, processing outgoing mail, preparing requisitions, and performing other general office support services; operating standard office equipment, including word processors, personal or on-line computers, fax machines, copy machines, and telephones.

Knowledge and ability : Knowledge of department practices, procedures, services and regulations; office practices and procedures, including filing and the operation of standard office equipment; basic record keeping principles and practices; correct English usage, including spelling, grammar and punctuation; business arithmetic. Ability to understand and apply specific rules, codes, regulations, and procedures; perform detained office support work; make appropriate decisions independently and in accordance with established policy; operate standard office equipment including a word processor or computer terminal; organize and maintain accurate files and records; provide factual information both in person and on the telephone; accurately type at a rate sufficient to perform assigned duties. Special requirements : Possession of a High School Diploma or Equivalent. Some positions may require possession of a driver's license or alternate means of travel. Experience and training : Any combination of training, education and experience that would provide the required knowledge and abilities. A typical way to gain the required knowledge and ability is : Level I : some experience performing routine administrative office clerical duties; Level II : one (1) year of experience performing administrative clerical duties directly related to the area of assignment; Level III : one (1) year of experience performing administrative clerical duties that are directly related to the area of assignment and upon fully mastering the primary assignment for which hired and has become fully crossed trained, proficient and routinely performs the other assignment within the office.