County of Alameda

DESCRIPTION

Incumbents of this class, under general supervision, perform a variety of complex clerical duties; and perform related work as assigned.

DISTINGUISHING FEATURES

Incumbents in this class perform functions, which require the exercise of initiative and judgment. Incumbents perform a wide variety of moderately difficult clerical work, requiring the ability to choose among a limited number of alternatives in solving routine problems. Incumbents are assigned duties involving work with a variety of documents, formats or persons, frequently involving arithmetic calculations, typing specific information from a group of standardized source documents for entry into a data processing system, or performing a search and retrieval of computer file information by way of personal computer. Positions at this level require that incumbents have the ability to identify errors in basic English spelling and grammar or arithmetic in documents which generally are not reviewed for technical detail or accuracy.

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 the 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 cordless console or call director.

2. Inserts and extracts materials from subject-matter files, classifies material by nature of subject matter, and prepares new file folders as needed.

3. Types data on a typewriter or word processor from an established group of source documents, using standard references in a prescribed order and/or format for entry into a data processing system personal computer.

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 or detailed procedural guides.

5. Maintains office supply levels; receives and charges out supplies.

6. 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.

7. 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.

8. Searches and retrieves computer file information using a personal computer.

9. Receives, pulls and files legal documents, medical records, personnel files, or other records; may also check for form accuracy and completeness, and schedule appointments.

10. Segregates and routes incoming mail; delivers mail throughout the office or location; operates office machines and devices such as postage metering equipment, FAX, computers, printers, typewriters, copiers, and mail inserting and folding machines.

MINIMUM QUALIFICATIONS

Either I

The equivalent of one year full-time experience in clerical work.

Or II

Completion of a post-high school clerical training program from a business school or vocational training center, which would enable the applicant to acquire the knowledge and abilities listed below.

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:

• Basic elements of correct English, grammar spelling, punctuation and arithmetic.
• General office practices, equipment, procedures, and equipment of the office.

Abilities:

• Performing arithmetical computations.
• Understanding and following oral and written directions.
• Establishing and maintaining cooperative relations with the public, and other employees.
• Identifying and correcting errors in basic spelling, English grammar and math.
• Learning specific operations and procedures of job.
• Planning and organizing one’s own workload and files.
• Screening telephone calls and taking complete and accurate messages.
• Basic word processing skills using word or word perfect.
• Performing general clerical work (typing, filing, reception) and learning the specific operations, procedures, and equipment of the office.

CLASS SPEC HISTORY

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JOB SPEC: New 8162.doc

BENEFITS

*** For benefit information, please refer to the recruitment brochure.