CLERK STENOGRAPHER 3 L0023

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

An employee in this class performs complex clerical or secretarial and stenographic work which requires the application of independent judgment. Work involves the provision of the full range of secretarial services for one or more local government executives and provides clerical support through the processing, control, and filing of materials used in or related to the office function or complex stenographic and processing activities of comparable complexity and scope for a governmental activity. 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, or the screening of visitors, answering correspondence, maintaining office and activities calendars, and the typing, completing, processing, and filing of documents, forms, letters, and related office materials including the handling of sensitive material which requires the application of independent judgment in processing and disclosure and the maintenance of office related personal contacts which require unusual discretion and tact. Work may involve providing training and guidance to new employes and functioning as a lead worker for moderately complex clerical operations. Work normally involves making independent decisions concerning the process to be followed, the appropriateness of the information and the action 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 employe's supervisor prior to implementation.

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

Proofreads varying types of materials to insure that information is grammatically correct, complete, consistent, adheres to agency rules and regulations, and meets accepted practice in utilization by the organization.

Reads correspondence in order to become familiarized with contents and determine what procedures to pursue in providing the correct information or service which is in accordance with any applicable administrative and legal constraints.

Assists professionals by conducting library and reference source searches for precedents, procedures, decisions or similar material for use by the professional in providing service to clients or the public.

Answers written inquiries relating to the status of certain aspects of the organization's functions, current work in progress, and the services available.

Writes guidelines for other clerical sections in the organization to implement procedures for route slips, printing and duplicating requests, travel vouchers, training, absence reports, and lunch-time telephone coverage.

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.

Prepares agenda for meetings by determining the items to be presented or covered, completeness and appropriateness of information, and arrangement of agenda; and disseminates agenda and information to the members prior to scheduled meetings reflecting the content, time, location, and desired preparation by members.

Receives visitors and telephone calls coming into the office by screening calls and directing individuals to appropriate personnel; and assists individuals by providing information or resolving problems related to office regulations, procedures, and the executive's availability.

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 monthly accomplishment reports from status reports, logs, and files which include information such as case name, type of case, costs, anticipated completion dates, and stages of completion.

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 and the proper conduct and actions necessary in maintaining harmonious working relationships within the office.

*Knowledge of the policies, rules, regulations, and organizations which relate to the office activities in an agency office.

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 which are organized according to multiple indexing methods.

Knowledge of the procedures and techniques used in consolidating information from numerous sources into logs, forms, and letter formats.

Knowledge of the general functions and organization of state agencies.

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 learn the use of a magnetic transcriber.

Ability to understand and follow oral and written instructions which explain the work objectives and general guidelines and 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 adherence to instructions and clerical office procedures, to maintain consistency of thought and expression, 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.

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

Minimum Experience and Training: Six months as a Clerk Stenographer 2, and educational development to the level of the completion of high school;

or

One year of progressively complex clerical stenographic experience and completion of a high school business curriculum;

or

Six months of moderately complex clerical stenographic experience and completion of a post high school business curriculum;

or

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

Date Established or Last Revised

Class Specification - January 1979

Evaluation Guide - June 1986

Commonwealth Equivalent PSG ST04