County of Alameda

DESCRIPTION

This series specification describes two clerical classes in which incumbents perform, under close supervision at the lower level and under supervision at the higher level, a variety of general clerical duties, and do related work as required.

Clerk I is the entry level general clerical class. Clerk I's work under close supervision, performing on a training basis tasks usually associated with the journey level class of Clerk II. Such positions are flexibly staffed, with the incumbent expected to develop the necessary skills for progression to the higher level by the completion of the six month training period.

EXAMPLES OF DUTIES

NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

1. Acts as receptionist, greeting and assisting visitors and callers by referring them to sources of information, distributing forms and explaining their completion, and answering requests for factual information by consulting various available sources; may operate a multi-line telephone system..

2. Organizes, classifies and files documents, inserts and extracts materials from files, , and prepares new file folders as needed prepares packets of required forms; may transport and obtain files and documents from other locations.

3. Enters data and information from an established group of source documents, using standard references in a prescribed order and/or format into a database or computer system.

4. Types a variety of correspondence, forms, legal documents, reports, articles, labels, specifications, memoranda, resolutions, minutes of meetings or hearings, and other written communications from written copy, dictation machine recordings, or detailed procedural guides.

5. Maintains control records or logs of the activities of a unit including work received, status of work in progress, work completed, and renewal actions required; prepares statistical summaries of the work activity of the unit.

6. Receives and discharges books and other library materials from other branches; prepares materials for circulation; maintains circulation records and sends overdue notices; may maintain a departmental library.

7. Orders and maintains office supplies; receives and charges out supplies; ensures surplus supplies are kept in a secure place and available to staff.

8. On referral from supervisor, or after personally screening correspondence, answers routine requests for information by enclosing materials or sending form letters; composes routine letters on factual subjects.

9. Prepares bills, abstracts, orders, notes, receipts, permits, licenses; computes and receives fees and posts data; collects and records money for meals, parking, fines; disburses petty cash funds.

10. Obtains workers for polling places using mail, telephone, and personal contacts; prepares, distributes, receives, and verifies forms and records involved in the assignment, training, and compensation of polling place workers.

11. Searches and retrieves computer file information using various computer systems.

12. Receives, pulls and files legal documents, medical records, personnel files, or other records; may also check for form accuracy and completeness and schedules appointments; batches, scans and indexes.

13. Segregates and routes incoming mail and delivers mail throughout an office or location less than 50 percent of the time; operates office equipment and devices such as postage metering equipment, FAX, teletype, computers, printers, typewriters, automatic copiers and mail inserting and folding machines; and prepares documents for mass mailings.

MINIMUM QUALIFICATIONS

Clerk I

Possession of the required knowledge and abilities listed below is proof of sufficient education and experience for this class.

License: Possession of a valid Driver’s license may be required for certain positions.

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.

Knowledge of:

• Basic elements of correct English usage, grammar, spelling, punctuation and arithmetic.
• General office practices, equipment, business correspondence.
• Multi-line telephone system.

Ability to:

• Perform general clerical work (typing, filing, reception) and learn the specific operations, procedures, and equipment of the office.
• Perform arithmetical computations.
• Understand and follow oral and written directions.
• Establish and maintain cooperative relations with the public, and other employees.
• Identify and correct errors in basic spelling, English grammar and math.
• Learn specific operations and procedures of job.
• Plan and organize one's own workload and files.
• Screen telephone calls and take complete and accurate messages.

Selective Certification Criteria:

A. For positions requiring the ability to type at a speed of not less than 40 net words per minute from clear copy. Typing occupies more than 10 percent of working time.

B. For positions required to type at a speed of not less than 40 net words per minute from clear copy, and to transcribe dictation from dictating equipment. Transcription occupies more than 10 percent of working time. (Candidates indicating a willingness to use dictating equipment will be certified to those positions where using the equipment is required, without having to take a performance test).

Alternate Range Criteria:

1. For positions required to transcribe dictation from dictating machine recording, these duties occupying more than 10 percent of working time.

CLASS SPEC HISTORY

1/1975
PB:lh/Revised 7/l978
TT:pb/Revised: 10/9/86
TMZ:pb/Revised: 10/26/89
TMZ:pb/Updated: 1/30/90
BV:ara/Updated: 3/91
CSC Date 4/10/1991
Oldspec: 0107h.doc
Updated by jc 7/00
Newspec: 1115-1120.doc
RE:po Revised 12/14/2005 Clerical Study
CSC Date: 5/24/2006

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

• Medical – HMO & PPO Plans
• Dental – HMO & PPO Plans
• Vision or Vision Reimbursement
• Share the Savings
• Basic Life Insurance 
• Supplemental Life Insurance (with optional dependent coverage for eligible employees) 
• County Allowance Credit
• Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
• Employee Assistance Program

For your Financial Future

• Retirement Plan - (Defined Benefit Pension Plan)
• Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

• 12 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Catastrophic Sick Leave
• Pet Insurance
• Commuter Benefits Program
• Guaranteed Ride Home
• Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
• Employee Discount Program (e.g. theme parks, cell phone, etc.)
• Child Care Resources
• 1^st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.