JOB TITLE: CLERICAL ASSISTANT 2

JOB CODE: 00102

SERIES NATURE OF WORK: The Clerical Assistant job series describes work providing office support and reviewing and processing documents and information.

DEFINITION: This is moderately complex clerical work. An employee in this job performs moderately complex clerical work within standard operating procedures, or functions as a lead worker over routine clerical work. Work involves office or program support functions in reviewing and processing data, information, forms, and other documents; and includes the keyboarding of data and information into computer systems. Work may involve creating and formatting documents, organizing and verifying information, performing mathematical calculations, maintaining files and records, or assisting the public in completing governmental forms or obtaining general information about programs and services. Work may include providing general clerical support to other staff or for overall office operations. Employees in this job do not require close supervision of assigned day-to-day clerical activities; however, detailed supervisory guidance and review is received for new or unusual situations and changes in office operating procedures and policies.

   DISTINGUISHING CHARACTERISTICS:

•Work is differentiated from the lower-level job based on the requirement to perform moderately complex clerical activities with considerable independence within standard operating procedures. This involves multiple and varied steps, processes, or methods where the actions taken may differ in nature and sequence, but follow established procedures, guidelines, precedent, learned processes, or program knowledge.

•Work may include lead work responsibilities over routine clerical work. Lead work is a permanent organizational relationship that includes assigning and interpreting work, conducting on-the-job training, providing guidance, and reviewing the unit’s work for adherence to processing standards.

EXAMPLES OF WORK: (NOTE: The examples of work are representative of the work, but every position classified to this job may not perform all examples of work listed. Conversely, this is not an all-inclusive list of work examples.)

•Prepares and formats correspondence, reports, forms, and other documents in draft and final form.

•Keyboards data and information into records, forms, templates, spreadsheets, tables, systems, and other documents and formats.

•Compiles, compares, verifies, sorts, codes, organizes, and edits data and information.

•Proofreads and edits correspondence, reports, forms, and other documents to ensure that information is grammatically correct, accurate, complete, consistent, and adheres to procedures and standards.

•Serves as an initial point of contact; responds to questions and provides assistance to the public and other employees by explaining proper procedures for completing and submitting documents or forms or for requesting services.

•Creates and maintains tracking, production, and inventory records; spreadsheets; and tables.

•Performs mathematical calculations to determine balances, receipts, amounts due, penalties and interest, overpayments and underpayments, and production levels.

•Processes, tracks, and monitors fiscal data and information involving expenses, budgets, contracts, and grants.

•Processes requests for licenses, registrations, permits, and certifications by evaluating submitted information, reviewing files and records, requesting missing information, and determining if requests meet prescribed standards.

•Performs timekeeping work by inputting and adjusting time and attendance data and by applying applicable collective bargaining agreement language, policies, and procedures.

•Monitors inventory of supplies; initiates and processes requests to purchase supplies, equipment, and services in accordance with procurement rules and procedures; tracks and reconciles purchasing receipts and records; resolves order discrepancies; and processes invoice payments.

•Makes travel arrangements and prepares travel expense reports for staff.

•Maintains staff calendars, schedules meetings, and arranges meeting rooms.

•Monitors equipment or vehicle service time; arranges for maintenance, repair, or replacement; and coordinates pick-up and delivery.

•Creates filing systems for the preparation, maintenance, and organization of files and records.

•Provides training and guidance to employees for clerical functions.

•Functions as a lead worker over routine clerical work.

•Takes notes at meetings and prepares summaries.

•Takes and transcribes dictation.

•Performs related work as required.

ENTRY LEVEL KNOWLEDGES, SKILLS, AND ABILITIES:

•Knowledge of the use and functionality of Microsoft Office Suite software.

•Knowledge of standard vocabulary and usage, spelling, grammar, and punctuation.

•Ability to use an alphanumeric keyboard.

•Ability to proofread information for conformance with prescribed standards.

•Ability to sort and file information.

•Ability to perform mathematical calculations.

•Ability to follow oral instructions.

•Ability to read and understand written materials.

•Ability to communicate effectively orally.

•Ability to communicate effectively in writing.

•Ability to establish and maintain effective working relationships.

MINIMUM EXPERIENCE AND TRAINING: (NOTE: Based on the Entry Level Knowledges, Skills, and Abilities)

•Six months as a Clerical Assistant 1 (commonwealth title); or

•Graduation from high school;

or

•An equivalent combination of experience and training.

SPECIAL REQUIREMENTS:

•Certain positions require keyboarding skills to meet standards for speed and accuracy.

•Certain positions require the ability to take and transcribe dictation.