CLERK STENOGRAPHER 1 L0021

Definition: This is routine clerical and stenographic work involving the taking and transcribing of dictation and processing of documents in a variety of functions.

An employe in this class takes and transcribes dictation using a process of substituting learned symbols or abbreviations for spoken words, or using speed writing techniques, and types documents using the tabular and keyboard system on a typewriter console. Work involves performing clerical and stenographic duties within a structured work setting which is characterized by standardized duties that follow well established methods and procedures. Primary duties involve receiving and transcribing dictation and processing a variety of documents related to a portion of a work process or a single office activity which is production or control oriented. Work includes clerical and stenographic duties that are confined to a process or activity and require very little adaptability to shifts in work schedule. Work is initially reviewed closely, and close supervision is received when new work processes or procedures are introduced, however, employes are expected to perform with limited guidance after the work process is learned and on regular assignments.

Examples of Work: Takes dictation and transcribes verbatim notes of letters and reports that are similar in format; and types documents from handwritten draft and/or dictated magnetic tapes and dictated notes into draft or final form according to pre-designed formats by transferring information onto letters, reports, schedules, and itinerary.

Performs receptionist duties by greeting visitors, directing individuals to proper office locations, taking information, and screening and routing telephone calls.

Prepares reminders of appointments, meetings, and callers.

Types information from handwritten copy onto forms, form letters, cards, envelopes, labels, charts, and transmittals.

Proofreads typed documents to insure typographical accuracy.

Performs clerical duties in a work process or office activity that involves rather fixed inputs, well established standards and procedures, one step decisions based on observation, straight transfers of information, and/or one step arithmetic processes.

Compares, for accuracy and completeness, items on one document against items on another.

Files and retrieves materials by systematically sorting and storing documents alphabetically, numerically, chronologically, or using similar filing methods.

Logs or records the amount, types, disposition, and number of incoming or outgoing mail, forms, documents, phone calls, etc.

Opens and sorts mail into designated categories placing it into labeled boxes or receptacles for the organization segment or address.

Prepares labels to identify the contents of packages, file folders, mail, booklets, etc.

Folds letters, documents or circulars and stuffs into envelopes.

Performs related work as required.

Required Knowledges, Skills, and Abilities: Knowledge of the required care and maintenance of a typewriter.

Knowledge of the English alphabet, Arabic numbering system, and chronological sequences by day, month, and year.

Skill is using a typewriter console at a minimum speed of 40 words per minute.

Skill in taking and transcribing verbatim notes of dictation by recording information at a minimum speed of 80 words per minute. Ability to read and copy letters, words, phrases, sentences, and sentence punctuation written in the English language.

Ability to use the English dictionary.

Ability to learn the use of specialized typewriters.

Ability to learn the use of a magnetic transcriber.

Ability to perform within prescribed office procedures, maintain harmonious working relationships, and function appropriately according to standard work practices and conduct.

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

Ability to spell words of normal usage and punctuate standard sentence structures.

Ability to understand and follow detailed oral and written instructions.

Ability to keep categorical log records on the amount, type or disposition of materials or individuals.

Ability to file and retrieve materials by matching the item category with the appropriate file heading.

Ability to transfer information accurately from one source to another.

Ability to proofread the straight transfer of information for accuracy and correct any copying errors.

Minimum Experience and Training: Possession of the required knowledges, skills, and abilities.

Date Established or Last Revised

Class Specification - June 1976

Evaluation Guide - July 1994

Commonwealth Equivalent PSG ST02