State of Maryland

An Office Clerk Assistant is entry level work performing clerical duties which are clear-cut and typically found in office settings such as filing, photocopying, scanning, posting data, stamping and sorting mail and other materials and directing telephone calls and visitors. Employees in this classification do not supervise other Office Clerk Assistants.

Employees in this classification receive close supervision from an Office Supervisor or other clerical or administrative supervisor.

Positions in this classification are evaluated using the classification job evaluation methodology. The use of this method involves comparing the assigned duties and responsibilities of a position to the job criteria found in the Nature of Work and Examples of Work sections of a class specification.

The Office Clerk Assistant, Office Clerk I and Office Clerk II are differentiated on the basis of the degree of supervisory control exercised by the supervisor over these employees.  The Office Clerk Assistant performs duties under close supervision.  The Office Clerk I performs duties under close supervision at times and under general supervision at other times depending on the complexity of the specific duty being performed.  The Office Clerk II performs the full range of duties and responsibilities under general supervision.

Learns to file reports, records, forms and other material according to office procedures;

Learns to retrieve and assemble material from files and other sources for the supervisor's review and use;

Learns to update and maintain logs, schedules, rosters, records and lists;

Learns to open, stamp, sort and distribute incoming mail and prepares material for outgoing mail;

Learns to greet and direct office visitors to appropriate individuals;

Learns to copy or scan various materials;

Learns to answer telephone calls in order to take messages, transfer calls to appropriate parties and provide routine information;

Learns to complete and forward form letters to provide or request information;

Learns to enter, retrieve and update information using computer software applications;

May learn to maintain routine statistical and numerical records requiring basic arithmetic computations;

May learn to operate a postage meter and other mailroom equipment and keep records of their use;

May learn to order, receive and distribute office supplies and materials;

May learn to type correspondence, reports, schedules and other material using a computer or word processor;

Performs other related duties.

Knowledge of English, spelling, punctuation, grammar and basic arithmetic;

Ability to learn to perform clerical tasks and basic office procedures;

Ability to learn to operate office equipment;

Ability to learn to update and maintain files, logs and other records;

Ability to learn to enter, retrieve and update information using computer software applications;

Ability to learn to screen and respond to telephone inquiries from visitors;

Ability to understand and follow instructions;

Ability to perform basis arithmetic computations;

Ability to communicate effectively with the general public, co-workers and supervisors.

Education:    Completion of the eighth grade.

Experience:  None

Note:  Experience performing clerical duties may be substituted on a year-for-year basis for the required education.

Class specifications are broad descriptions covering groups of positions used by various State departments and agencies.  Position descriptions maintained by the using department or agency specifically address the essential job functions of each position.  

This is a Skilled Service classification in the State Personnel Management System.  All positions in this classification are in Skilled Service positions.  Some positions in Skilled Service may be designated Special Appointment in accordance with the State Personnel and Pensions Article, Section 6-405, Annotated Code of Maryland.  

This classification is assigned to Bargaining Unit B, Administrative, Technical and Clerical classes.  As provided by State Personnel and Pensions Article 3-102, special appointment, temporary, contractual, supervisory, managerial and confidential employees are exempt from collective bargaining.  Additionally, certain executive branch agencies are exempt from collective bargaining and all positions in those agencies are excluded from collective bargaining.  

Employees in this classification are eligible to receive overtime compensation.  An employee who works more than the normal workweek is entitled to be compensated for that overtime, as provided by the State Personnel and Pensions Article, Section 8-305.  

This classification is one level in a Non-Competitive Promotion (NCP) series.  NCP promotions are promotions by which employees may advance in grade and class level from trainee to full performance level in a classification series.  In order to be non-competitively promoted to the next level in a NCP series, an employee must: 1) perform the main purpose of the class, as defined by the Nature of Work section of the class specification; 2) receive the type of supervision defined in the class specification and 3) meet the minimum qualifications of the classification.