CLERK 2 L0012

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

An employe in this class performs a variety of document processing activities including the verification of information, arithmetic calculations, coding, and assisting the public in completing governmental forms. Duties involve the responsibility for a significant aspect of a work process, an involved single office activity which is production or control oriented, or other multiple activities which are comparable in scope and complexity. Work may involve providing training and guidance to new employes and fulfilling a lead worker function for routine clerical operations. Work is subject to periodic changes in operating procedures and requires some adaptability to shifts in work schedule. Employes work with considerable independence within standard operating procedures, however, detailed supervisory guidance and review is received for new or unusual situations and changes in operating procedures and policies.

Examples of Work: Maintains alphabetic, numerical, chronological, and similar files by inserting and/or retrieving documents, preparing new file folders, preparing index cards, cross-indexing, and posting and updating file contents.

Establishes, reorganizes, or combines filing systems when new files are to be set up or old files revised due to inadequacies of the old system, shifts in the priority of documents, additional storage requirements, etc.

Searches file contents to retrieve hard-to-locate documents, forms, records, etc. when the document cannot be located using the normal method of file organization and must be examined for probably locations based on secondary indexing procedures.

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.

Maintains control documents such as records and logs by writing or posting pertinent information about data, individuals, or materials onto the document to reflect the disposition, amounts, results, production, time, organization, status, transaction, or other details.

Performs arithmetic computations to arrive at numerical results such as penalty and interest charges.

Proofreads typed materials to insure the transfer of information is grammatically and typographically correct, complete, and adheres to agency rules and regulations.

Composes memoranda in reply to requests or questions on the work process or related information.

Assigns code numbers to financial and budgetary forms, documents, and records to identify or categorize the receipt or disbursement of funds and grants.

Examines mail to determine the most feasible and economical method of mailing and classifies accordingly.

Prepares the necessary forms to insure mails will receive special care.

Registers, certifies, and insures outgoing mail according to postal regulations.

Operates a telephone call director or console with the capability of multiple line switching to receive incoming calls, provide organization and location information, transfer calls, and place outgoing calls.

Operates office and mail processing machines such as the typewriter, transcriber, adding machine, calculator, sorter, envelope stuffing machine, and labeling machine 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 simple sentence structures, one and two syllable words, and punctuation marks for word, number, and sentence separation.

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.

Knowledge of standard office procedures and practices such as the types, organization, and use of standard office files, logs, forms, and letter formats.

*Knowledge of intermediate arithmetic which involves calculations similar to adding and subtracting common fractions; and multiplying and dividing by two or more digits, whole numbers, or decimal multipliers and divisors.

Ability to understand and follow oral and written instructions

which explain multifaceted procedures.

Ability to perform within processing procedures which involve an understanding of multiple aspects and application of varied standards.

Ability to proofread information for conformance with a prescribed pattern or form, to assure the adherence to clerical office methods, or for compliance with specific administrative or procedural rules.

Ability to transfer information and present it in a modified form according to rules and procedures.

Ability to collect and organize material for reports by determining what available information should be in included and presenting the information in a prescribed, organized format.

Ability to compose straightforward, informational correspondence such as transmittals or acknowledgements in reply to requests or questions on the work process or related information.

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 instruct and advise clerical employes on the methods and procedures used in the work unit.

Ability to organize work and develop effective work methods in an area which involves variable phases of different techniques and procedures.

Ability to make duty oriented decisions on the basis of well defined standards and precedents.

Ability to operate office and mail processing machines such as the adding machine, photocopier, and postage meter.

Sufficient physical dexterity to allow performance of clerical work such as filing, sorting papers, opening mail, and the unskilled operation of office machines.

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

Minimum Experience and Training: Six months as a Clerk 1 and educational development to the level of the eighth grade;

or

Completion of a high school business curriculum;

or

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

Date Established or Last Revised

Class Specification - June 1976

Evaluation Guide - December 1994

Commonwealth Equivalent PSG ST03