JOB TITLE: CLERICAL ASSISTANT 3

JOB CODE: 00103

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

DEFINITION: This is complex clerical work.

An employee in this job performs complex clerical work requiring the application of independent judgment, or functions as a lead worker over moderately complex 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. Work is performed with considerable independence and minimal review; however, changes in operational standards, procedures, and work policies are discussed in detail with the supervisor prior to implementation.

   DISTINGUISHING CHARACTERISTICS:

• Work is differentiated from the lower-level jobs based on the requirement to apply independent judgment. Independent judgment requires making final independent decisions concerning the processes to be followed, the appropriateness of information for further processing, and the action to be taken. These decisions must involve the selection of courses of action in the absence of general or established practices, standard operating procedures, or supervisory direction.

• Work may include lead work responsibilities over moderately complex 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.)

• Functions as a lead worker over moderately complex clerical work.

• Establishes, maintains, and modifies tracking systems, spreadsheets, databases, and reports by using computer systems to identify and gather information from unclear or non-guided sources; determines appropriateness of information for inclusion; and makes a final decision about the most effective method to present the information that supports program or processing needs.

• Reviews submitted applications for consistency and completeness; seeks clarifying information from sources that are not specified, established, or defined when supporting documentation or rules and regulations are ambiguous; and makes final determinations based on appropriateness of information.

• Reviews requests to change and validate individuals’ criminal history records; searches records to verify individuals’ identities, offenses, and dispositions; contacts court systems and other agencies for clarifying information when records or requests are ambiguous; makes the final determination whether sufficient information exists to justify changing the records; and edits criminal history records.

• Evaluates applications for professional licenses in the field of health care by reviewing candidates’ experience, education, and training for compliance with requirements established by statutes and regulations; assessing coursework and credit hours to ensure educational criteria have been met, including the review of curriculum, syllabi, and specific content where course titles are unclear; determining appropriateness of coursework information to support further processing of applications; verifying required hours of specialized training and continuing education have been completed; and making the final decision to issue or renew the licenses.

• Responds to driver license and motor vehicle inquiries where the exact cause of an issue is unknown and resolution requires determining the process to identify the problem, evaluating discrepancies, examining available information and records, determining the appropriateness of supporting documentation, making final decisions required for resolution, and completing necessary transactions.

• Performs timekeeping work that involves responsibility for a large number of staff assigned to various bargaining units, on multiple shifts, and in an institutional setting; numerous and varied time rules and contractual provisions resulting in variations in premium and supplemental pay entitlements; frequent shift substitutions and changes; and disproportionate involvement in payroll processing error resolution and time and payroll adjustments.

• 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.

• Knowledge of standard office practices and procedures.

• 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)

• One year as a Clerical Assistant 2 (commonwealth title);

or

• One year of moderately complex clerical experience;

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.