Date: June 1, 1976

Job Title: CLERK TYPIST 3

Job Code: L0033

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

An employee in this class performs complex clerical work which requires the utilization of typing skills and the application of independent judgment. Work involves the skilled typing of a variety of letters, reports, contracts, transmittals, vouchers, and agenda in draft and final form and includes responsibility for the format and grammatical accuracy of the material typed. Work involves the responsibility for all aspects of a clerical typing process in an assigned geographical subdivision or functional area such as invoicing, or auditing; or the performance of complicated office activities which are control oriented. Work may involve providing secretarial services to one or more individuals in those cases where management has determined that shorthand skills are not required. Work includes all clerical aspects of a complicated work process or activity made up of unpredictable and random input, making choices between different procedures to be followed, and the appropriateness of the information presented for further processing. Work may involve the skilled utilization of specialized equipment such as magnetic and mass storage typewriters, computer scopes, typesetting machines, or similar equipment where the input is through a typewriter console. Work may involve providing training and guidance to new employees and functioning as a lead worker for moderately complex clerical typing operations. Work normally involves making independent decisions concerning the process to be followed, the appropriateness of the information to be processed, and the actions taken. Work schedules and priorities are subject to 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: Types letters, reports, contracts, transactions, transmittals, vouchers, itinerary, and agenda on a typewriter console from handwritten draft, dictated sources, or original source documents into draft or final form.

Reads correspondence in order to become familiarized with contents and determines what procedures to pursue in providing the correct information which is in accordance with any applicable administrative and legal constraints; and types or directs the typing of responding correspondence.

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

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

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

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.

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.

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

Gathers information by reading publications and extracting applicable material.

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.

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 standard office procedures, practices, 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.

Knowledge of the care and maintenance of a typewriter.

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

Ability to learn the uses and care of specialized typewriter console equipment including mass storage typewriters and computer input consoles.

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 or 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 the 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 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 Typist 2, and educational development to the level of completion of high school;

or

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

or

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

or

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

Commonwealth Equivalent PSG ST04