ADMINISTRATIVE CLERK

Clerical Support Position

Under close supervision performs a variety of routine clerical tasks; provides assistance with routine and repetitive tasks in support of a city function or service; receives training and guidance in the more difficult tasks; and performs other related duties as required.

Examples of essential duties :

• Assists the general public and city staff by providing basic information related to specific program areas.
• Assists at the front counter, receives calls and emails; screens calls and visitors, and refers inquiries as appropriate to City Staff for further assistance.
• Assists in reviews of complaints forms and calls and refers them to appropriate city staff for further assistance.
• Provides basic information and forms to the public.
• Enters routine data from various sources into a computer and verifies the data for accuracy and completeness.
• Assists in maintaining accurate and up-to-date office files, records, and other information.
• Assists in processing mail, including receiving, sorting, time stamping, logging, and distributing incoming and outgoing correspondence and packages.
• Assists in collecting payments whether in cash or credit and / or commercial checks and issuing receipts.
• Assists in issuance of receipts, refunds, and change.
• Assists in maintaining inventory of office merchandise and supplies in stock and reordering standard items or supplies needed for city office operations.
• Types, formats, edits, revises, proofreads, and processes a variety of documents and forms, including general correspondence, notices, reports, memos, and other documents.
• Operates a variety of office equipment including a computer, typewriter, copier, facsimile machine, and adding machine; learns to utilize various computer applications and software packages.
• Participates in cross-training and provides back up to other internal staff; assists other office personnel with related administrative support functions.
• Establishes positive working relationships with city staff and the general public.
• Assumes responsibility for ensuring the position's duties are conducted in a safe and efficient manner.
• Performs other duties as assigned.

Knowledge of basic office practices and procedures; correct English usage, including spelling, grammar, and punctuation; basic office procedures, methods, and equipment, including computers and word processing software; record keeping and filing practices and procedures; methods and techniques of proper phone etiquette; basic math.

Ability to learn to perform a variety of clerical duties of a general nature for an assigned office; learn the organization, operation, and services of the city and of outside agencies as necessary to assume assigned responsibilities; type accurately at a speed necessary to meet the requirements of the position; learn to operate a multiline telephone system; learn to maintain office and specialized files; understand and follow written and oral instructions; use tact and discretion in dealing with sensitive situations and concerned people and customers; communicate clearly and concisely, both orally and in writing; establish and maintain effective professional working relationships with those contacted in the course of work.

Education and experience that may provide the required knowledge, abilities, and skills is qualifying. A typical way is graduation from high school or an equivalent, supplemented by courses in office practices and procedures. Experience in clerical or administrative work may be substituted for the supplemental education requirement. The ability to speak Spanish is highly desirable but not required. Possession of a valid Class C motor vehicle operator's license from the State of California is necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions on a case-by-case basis.

While performing the duties of this classification, an incumbent is regularly required to use hands and fingers to handle or feel. The employee is frequently required to talk, hear, sit, and reach with hands and arms. The employee is occasionally required to stand, walk, climb, or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and / or move up to ten (10) pounds, frequently lift and / or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Retirement Plan : The City contributes towards a retirement plan for all hourly part-time employees through the Accumulation Program for Part-time and Limited-service Employees (The APPLE Plan). The City contributes 3.75% of the employee's salary as deferred compensation. Additionally, employees contribute 3.75% of salary towards this program on a pre-tax basis.

Sick Leave : Hourly part-time employees annually receive 24 hours of paid sick leave. Hourly part-time employees may accrue up to a maximum of 48 sick leave hours, but may only use a maximum of 24 sick leave hours during the calendar year.