County of Alameda

DESCRIPTION

Under general supervision, to do difficult clerical work, requiring the exercise of considerable initiative and judgment, within the framework of County or department policies and procedures; and to do related work as required.

DISTINGUISHING FEATURES

This is a specialized clerical class. Incumbents of positions in this class perform duties requiring the exercise of initiative and judgment significantly beyond that of the journey-level class of Clerk II. The majority of the duties assigned must fall into one of the following four categories:
1. Positions responsible for regularly eliciting information from or giving information to people in various stressful situations. The stressful situations mainly occur in "direct (face-to-face) personal" contact. Positions also fall into this category when, because of the situation and the type of clientele, the actual threat of bodily harm exists on a regularly recurring basis. Often the Specialist Clerk I is the public's initial contact with the County system. Such positions may be found in the Health Care Services Agency, Probation Department, Public Defender's Office, Social Services Agency, and the Sheriff's Office.
2. Positions responsible for independently resolving problems for which there is no immediate policy or clear precedent. Such positions may function in an isolated location or field office, or function as "Office Coordinators" for units with no ongoing, on-site clerical supervision.
3. Positions which require a specialized knowledge (as opposed to a general or a working knowledge) of broad and complex procedures, systems, rules, codes, and policies in order to perform their assigned duties. Such positions normally require a minimum of six months to one year of training in order to make independent decisions and determinations based on this specialized department and program knowledge.
4. Positions which require, as a major portion of the job, independent liaison activities (typically oral) with other agencies or other County Departments as a representative of the County. Incumbents of such positions regularly initiate action and have the authority to deviate from usual methods when independently performing duties. Often in these situations, supervision is not immediately available.

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. Interviews patients, clients, or inmates to secure basic personal, financial, medical, school and social data in order to complete appropriate forms. Explains to clients/care providers program objectives and limitations and refers clients with emergency situations to public and private agencies.

2. Prepares client files for Court by matching files to Court calendars, obtaining missing documents and ensuring necessary documents are in the folder; responds to general inquiries regarding status of cases, court dates, and procedures; distributes appropriate copies to multiple locations to meet required deadlines; records dispositional information on forms.

3. Coordinates clerical activities of an office, relieving professional staff of clerical detail; timekeeping; orders medical, pharmaceutical, office, and other types of supplies and equipment; initiates calls to other County Departments, nursing homes, contractors, or others to obtain information; independently prepares monthly or quarterly reports providing cost or expenditure information, quantity of items used or services rendered, or related information.

4. Processes juveniles for booking into Juvenile Hall by interviewing detainees to acquire medical, school, and personal data to complete intake forms; assists parents by explaining terms of conditional releases or other information on the forms and answering other questions about basic procedures.

5. Independently travels to other County Department locations or other agencies to obtain files, research, and clarify information. For example, goes to Municipal Court to file reports and obtain case information; goes to Sheriff's Office or local police agencies to gain relevant information regarding persons in custody; goes to the Clerk Recorder's Office to discover changes of ownership of real property or birth and death related information; or goes to Treasurer-Tax Collector's Office to obtain tax-related information on persons applying for financial aid.

6. Fingerprints and photographs Work Furlough persons who are required to register as sex or drug offenders; or registers and schedules drug abusers for testing and drug education classes and maintains records of client progress while in the program as a condition of Probation.

7. Takes information on emergency calls for inmates and answers general inquiries regarding amount of bail, visiting hours, persons incarcerated; arranges contact visits with authorized personnel and issuance of gun locker keys; accepts and receipts clothing, property, and money for inmates and screens visitors to the jail by issuing passes and verifying identification.

8. Disseminates forms and educational brochures to libraries, government agencies and public facilities for the purpose of public outreach and registration.

MINIMUM QUALIFICATIONS

Either I
The equivalent of one year of experience in the class of Clerk II or in an equivalent or higher level clerical class in the Alameda County classified service. (Non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts.)

Or II
The equivalent of two years of full-time clerical experience.

License: Some positions may require a valid California Driver’s license.

NOTE: The Civil Service Commission may modify the 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:
• Modern office practices and procedures, including business correspondence, filing, and standard office equipment operations.
• Specialized program knowledge of work requiring the application of a variety of rules, procedures, codes, calculations, and systems is required in some positions.
• Techniques and practices for dealing with individuals from various socio-economic and ethnic groups, in person, via telephone, and through correspondence (may include contacts with irate and hostile individuals).

Ability to:
• Analyze and problem solve.
• Communicate orally and in writing.
• Make decisions and take initiative.
• Demonstrate interpersonal sensitivity.
• Adapt to challenging situations.
• Plan, organize and coordinate work.
• Work independently.

SELECTIVE CERTIFICATION CRITERIA:

1. For positions requiring the ability to type at a speed of not less than 40 net words per minute from clear copy. Typing must occupy more than 10 percent of working time. Typing may be on a typewriter, or a personal computer.
2. For positions requiring the ability to type at a speed of not less than 40 net words per minute from clear copy, and to take shorthand at a speed of not less than 80 words per minute and transcribe it accurately. Taking and transcribing shorthand must occupy more than 10 percent of working time.
3. For positions requiring the ability 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 must occupy 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 requiring incumbents to take and transcribe dictation via shorthand or dictating machine recording; these duties must occupy more than 10 percent of working time.


DEFINITIONS USED IN CRITERIA #3 OF "DISTINGUISHING FEATURES":

Specialized Knowledge:

Indicates that a minimum of six months to one year of specialized education or equivalent on-the-job training is necessary to acquire this specialized knowledge.

General Knowledge:

Indicates that information concerning a few of the more easily understood aspects from a variety of sources or complete understanding of all aspects from one source is required in order to perform the duties.

Working Knowledge:

Indicates an understanding of the usual finer points of general knowledge and an understanding of the details from a variety of sources is required in order to perform the duties.

Clerical work:

Work involving internal and external communications, recording and retrieval of data, and/or information and other paper work required in an office. No specialized education or training is required.

CLASS SPEC HISTORY

TT:lfm Revised: 5/26/81
Retyped: 6/85
TT:pb/Retyped: 1/22/86
BV:ara/Revised: 12/90
Old document: 0115h
New document: Jobspecs/1128
ys/2/01
CSC Date: 4/10/91
RE:po Revised/Retitled 12/14/05 Clerical Study
{old title: Specialist Clerk}
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.