CLERK TYPIST 2 L0032

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

An employee in this class performs clerical work of moderate complexity which requires the utilization of typing skills and the processing of a variety of documents which include the verification of information, performing arithmetic calculations, coding, and assisting the public in completing governmental forms. Work involves the skilled typing of correspondence, reports, transactions, transmittals, and similar documents as part of the clerical documents processing of an office or functional activity. Work may involve the skilled utilization of specialized equipment such as magnetic and mass storage typewriters, computer scopes, or similar equipment where the input in through a typewriter console. Work involves 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 secretarial services to one or more individuals in those cases where management has determined that shorthand skills are not required. Work may involve providing training and guidance to new employees and fulfilling a lead worker role for routine clerical operations. Work is subject to periodic changes in operating procedures and requires some adaptability to shifts in work schedule. Employees 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: Types letters, reports, contracts, transactions, transmittals, vouchers, itinerary, and agenda on a typewriter console from handwritten draft, dictated sources, or original source documents into draft or final form.

Reads correspondence in order to become familiarized with contents and determines what procedures to pursue in providing the correct information which is in accordance with any applicable administrative and legal constraints; types responding correspondence in appropriate format; and proofreads response for grammatical format and substance prior to mailing.

Proofreads varying types of materials to insure that information is grammatically correct, complete, consistent, and adheres to agency rules and regulations.

Types documents to purchase books, supplies, equipment, services, etc. by referring to catalogues, state contracts, and other sources to obtain prices, specifications, and related information.

Organizes and types materials and sets up formats and layouts for printing booklets, pamphlets, etc. for submission to a publisher or a computer center.

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.

Answers written inquiries relating to the status of certain aspects of an organization's functions.

Determines supply needs for the mail room and prepares the supply requisitions.

Insures mail is processed in the most efficient and expeditious manner.

Initiates tracers through the U.S. Postal Service on lost mail or parcel post.

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 the required care and maintenance of a typewriter.

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 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.

Skill in using a typewriter console at a minimum speed rate of 40 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 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 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 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, photo-copier, postage meter, and addressograph; and instruct others on their use.

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

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

or

Completion of a high school business curriculum which included at least one typing course;

or

Any combination of equivalent experience and training.

Date Established or Last Revised

Class Specification - May 1981

Evaluation Guide - July 1994

Commonwealth Equivalent PSG ST03