County of Alameda

DESCRIPTION

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

DISTINGUISHING FEATURES
Incumbents of positions in this class perform duties requiring greater exercise of initiative and judgment beyond that of the lower-level Specialist Clerk. The majority of the duties assigned must fall into the following category:

1. Specialist Clerk II requires a more thorough knowledge of broad and complex procedures, systems, rules, codes and policies in order to perform assigned duties. Positions are often characterized by the time constraints to complete tasks and include substantial financial and/or legal liability to the County of the tasks. The position is expected to function in a sensitive and highly confidential environment where incumbents exercise considerable independent judgment and decision making in areas such as, investigations, employee relations, protective services or vendor/contract coordination for a County agency. Performance at this level requires the ability to interpret and apply specific codes, laws, ordinances, legal documents or technical terminology. Such positions normally require a minimum of one year of training in order to make decisions and determinations based on the specialized department and program knowledge.

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. Clears and prepares for entry the Emergency Response Referral, Foster Care Placements, placement providers, and monthly rates using multiple databases, systems, and screens including CWS/CMS and VRU (Voice Response Unit). Merges clients/providers within state system based on research and searches.

2. Coordinates installation, relocations, repairs, work dates, and billing information regarding electronic communications equipment with the phone companies, various vendors and County Departments; assists in resolving communication-related problems; contacts vendors to order special items; computes costs and maintains billing and charge information; maintains inventory of electronic communications equipment; processes work order requests.

3. Serves as Post Court Clerk by explaining court orders and forms to minors and family members. Completes required documents with minors and family members according to Court orders.

4. Coordinates transportation workers that are responsible for transporting children that are court dependents, in-patient/out patients, and developmentally delayed minors by passenger car, van, or bus. Assigns best available transportation worker to meet child’s needs while en route to and from the place of service.

5. Performs searches for biological, alleged and presumed parents, relatives and fictive kin. Uses CORPUS, Welfare, Probation, MEDS, SSI and other databases and systems to perform searches. Produces the “Declaration of Search Efforts “report.

6. Performs and coordinates specialized program or service for Adoptions. Determines eligibility and assists in the completion of the AAP/AAC application process. Opens cases, prepares required documents, and closes cases for independent adoptions and step-parent adoptions.

7. Determines if juvenile case qualifies to be sealed by the court. Prepares record sealing including searching CORPUS, DMV, JUVIS, and Department of Justice. Conducts presentations for youth law and similar organizations.

8. Provides clerical support of a confidential nature to a specialized department such as the Human Resources Office or Internal Affairs. Performs complex and technical clerical work requiring the exercise of considerable initiative and judgment requiring specialized knowledge of Civil Service Rules, County Human Resources Personnel and Agency Policies and Procedures.

9. Performs related personnel transactions associated with new hires, promotions, provisionals, reinstatements, demotions, transfers, flexibly staffed

MINIMUM QUALIFICATIONS

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

Or II
The equivalent of three 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.
• Thorough 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 independent decisions and take initiative.
• Demonstrate interpersonal sensitivity.
• Plan, organize and coordinate work.
• Work independently.
• Adapt to challenging situations.

SELECTIVE CERTIFICATION CRITERIA:

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.

DEFINITIONS USED IN CRITERIA OF "DISTINGUISHING FEATURES":

Specialized Knowledge:

Indicates that a minimum of 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.

Thorough Knowledge:

Indicates complete and broad understanding of all aspects and details of clerical work which requires the application of a variety of sources (i.e., codes, County and department policy, rules, systems, and procedures) 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.

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.

CLASS SPEC HISTORY

RE:po 12/14/05 Clerical Study
Newspec: 1129.doc
CSC Date: 5/24/2006
IB:po Revised 5/28/08
CSC Date: 7/16/2008

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.