CLERK STENOGRAPHER 2 L0022

Definition: This is moderately complex clerical and stenographic or moderately complex secretarial work involving the taking and transcribing of dictation and processing of documents.

An employe in this class takes and transcribes dictation and performs moderately complex clerical work which involves the processing of documents, verification of information, and providing assistance to the public in completing governmental forms or providing the full range of secretarial services for one or more local government officials. Duties involve the responsibility for taking and transcribing dictation and documents processing for a significant aspect of a work process, an involved single office activity which is production or control oriented, or as a secretary screening visitors, handling correspondence, maintaining office and activities calendars, arranging travel, and processing travel expense accounts. Work may involve providing training and guidance to new employes and fulfilling a lead worker function for routine stenographic and 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 procedure; however, new or unusual situations and changes in operating procedures and policies are reviewed with the employe's supervisor in detail prior to completion.

Examples of Work: Takes dictation on a variety of letters, memoranda, reports, contracts, transmittals, agenda, and similar documents, and transcribes into draft and final form.

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

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.

Schedules, reschedules, and cancels appointments, arrangements, meetings, hearings, bid openings, examinations, etc. and records the individual's name, location, date and time, and topic on a calendar or appointment form.

Informs callers and visitors, who request to set up appointments, of the program staff's availability and schedules appointments if the requested time is open on the calendar.

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 probable locations based on secondary indexing procedures.

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

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

Arranges travel and overnight lodging for the staff by calling the transportation authorities and hotels to make reservations which include preparing the necessary voucher transmittals.

Prepares travel expense vouchers for the program staff by referring to a travel itinerary and computing expenses claimed.

Directs visitors to the appropriate personnel based on the nature of the business.

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.

Prepares the necessary forms needed 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.

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 relation-ships.

Knowledge of the techniques applied in using the English dictionary.

Knowledge of the techniques applied in making appointments and courteously assisting individuals by providing information.

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

Knowledge of the required care and maintenance of a typewriter.

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

Skill in taking and transcribing verbatim notes of dictation by recording information at a minimum speed rate of 80 words per minute.

Ability to learn the use of specialized typewriters.

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 assemble information for a program staff's use in attending or conducting meetings by extracting the information from files and other available sources according to instructions on the type of data needed and format of the presentation.

Ability to plan, organize, and present information and coordinate between individuals acting on behalf of a supervisor in bringing about scheduled meetings, training sessions, interviews, etc.

Ability to compose cover-memoranda stating the materials or contents which are enclosed.

Ability to arrange for travel and overnight lodging by calling the authorities and making the necessary schedules and reservations.

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 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 employees on the methods and procedures used in the work area.

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, postage meter, and instruct others on their use.

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

or

Completion of a high school business curriculum which included courses in typing and shorthand;

or

Any combination of equivalent experience and training.

Date Established of Last Revised

Class Specification - May 1981

Evaluation Guide - July 1994

Commonwealth Equivalent PSG ST03