Date: June 1, 1976

Job Title: CLERK 3

Job Code: L0013

Definition: This is complex clerical work involving the processing of documents in a variety of functions.

An employee in this class performs complex clerical work which requires the application of independent judgment. Work involves the responsibility for all aspects of a clerical process in an assigned geographic subdivision or functional area such as invoicing or auditing, or the performance of complicated office activities which are control oriented. Work includes complicated clerical work processes or activities which are characterized by unpredictable and random inputs, making choices between different procedures to be followed, and determining the appropriateness of the information that is presented for further processing. Work may involve providing training and guidance to new employees and functioning as a lead worker for moderately complex clerical operations. Work normally involves making independent decisions concerning the process to be followed, the appropriateness of the information to be processed, and the actions to be taken. Work schedules and priorities are subject to unpredictable shifts due to external influences, time frame constraints, or self-imposed priority changes. Work is performed with considerable independence and little review, however, changes in operational standards, procedures, and work policies are discussed in detail with the supervisor prior to implementation.

Characteristic Work Assignments: Prepares monthly accomplishment reports from status reports, logs, and files which include information such as project name, bid awards, costs, anticipated completion dates, and stages of completion.

Proofreads varying types of materials to insure that information is grammatically correct, complete, consistent, and adheres to agency rules and regulations.

Functions as a lead worker by distributing and interpreting work assignments, providing assistance, conducting on-the-job training, and reviewing the work of the unit for adherence to processing standards.

Reads correspondence in order to become familiar with the contents and determines what procedures to pursue in providing the correct information in accordance with applicable administrative and legal constraints.

Answers written inquiries relating to the status of certain aspects of an organization's functions.

Maintains cost, financial, tax, or disbursement records and statements that do not involve the use of standard accounting principles by posting, entering, transferring, adjusting, and balancing accounts in the control process.

Performs arithmetic computations to arrive at numerical results such as prorated taxes, experience factors, allowable assistance payments, and project completion percentages by using variable formulas which are selected on a situation or problem basis.

Prepares documents to purchase books, supplies, equipment, services, etc. by referring to catalogues, and other sources to obtain prices, specifications, and related information.

Gathers information by reading publications and extracting applicable material.

Organizes materials and sets up formats and layouts for printing booklets, pamphlets, etc. for submission to a publisher or a computer center.

Determines supply needs for the mail room and prepares the supply requisitions.

Insures that mail delivery schedules are punctual and mail is processed in the most efficient and expeditious manner.

Initiates tracers through the U.S. Postal Service on lost mail or parcel post.

Operates office machines such as the typewriter, transcriber, adding machine, calculator, and any of the mail processing machines on an as needed basis under conditions of work which don't require any prior familiarity in use.

Performs related work as required.

Required Knowledges, Skills, and Abilities: Knowledge of English grammar, spelling, and punctuation at a level equivalent to that used in writing or adjusting written materials normally consisting of complex sentence structures; one, two, and three syllable words; and punctuation marks for word, number, sentence, phrase, and clause separation.

*Knowledge of the specialized office procedures and practices which relate to the work process.

Knowledge of office practices, procedures, conduct, and actions necessary in maintaining harmonious working relationships.

Knowledge of the techniques applied in using the English dictionary and referencing technical journals or code books.

Knowledge of the types, organization, and use of various kinds of office files that are organized according to multiple indexing methods; and logs, forms, and letter formats used in consolidating information from numerous sources.

*Knowledge of advanced arithmetic which involves calculations similar to adding, subtracting, multiplying, and dividing mixed numbers or complex fractions, conversions of fractions into decimal or percent form, and the use of variable formulas that are selected on a situation or problem basis.

Ability to understand and follow oral and written instructions which explain the work objectives and general guidelines that require independent decision making on the most appropriate procedures to be followed in varied courses of action.

Ability to make independent determinations on the best possible resolution to processing problems.

Ability to develop and set up clerical procedures for the process of office activities performed.

Ability to assemble, organize, and present status information from various source materials concerning the operation of a process or office activities.

Ability to proofread varying types of information for conformance with a prescribed pattern or form, to assure adherence to instructions and clerical office procedures, to maintain consistency of thought and requirements, and for compliance with specific administrative or procedural rules.

Ability to transfer information from formats which occur in random order and present a modified form according to rules and procedures.

Ability to organize work in a manner which insures smooth processing and accomplishment of priority items on schedule.

Ability to use discretion and judgment in dispensing information which may be susceptible to misunderstanding or misuse.

Ability to instruct and advise clerical employees on the methods and procedures used in a process.

Ability to collect and organize material for reports by determining the information sources, appropriate information, and form of presentation.

Ability to compose correspondence of inquiry or explanation relating to a problem, request, or program need by surveying the nature of the item and determining the course of action to execute the presentation.

Ability to maintain cost, financial tax, or disbursement records and statements that do not involve the use of standard accounting principles by posting, entering, transferring, adjusting, and balancing numerous accounts in the control process.

Ability to perform intermediate arithmetic calculations such as the adding and subtracting of whole numbers and decimals; and multiplying and dividing by two or more digit whole numbers or decimal multipliers and divisors.

Ability to operate office and mail processing machines such as the typewriter, adding machine, photo-copier, postage meter; and instruct others in their use.

*Special selection criteria based upon the nature of the position.

Minimum Experience and Training: Six months as a Clerk 2, and education development to the level of high school;

or

One year of progressively complex clerical experience and completion of high school;

or

Six months of moderately complex clerical experience and completion of a post high school business curriculum;

or

Any equivalent experience and/or training which provided the required knowledges and abilities.

Commonwealth Equivalent PSG ST04