State of Maryland

An Office Clerk II is the full performance level of 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 material and directing telephone calls and visitors. Employees in this classification do not supervise other Office Clerks.

Employees in this classification receive general 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, and the Office Clerk II performs the full range of duties and responsibilities under general supervision.  The Office Clerk II is differentiated from the Office Services Clerk in that the Office Services Clerk performs clerical duties requiring the review, verification and interpretation of information in order to make determinations and resolve problems in accordance with policies, regulations and laws applicable to agency programs.

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

Retrieves and assembles material from files and other sources for the supervisor's review and use;

Updates and maintains logs, schedules, rosters, records and lists;

Opens, stamps, sorts and distributes incoming mail and prepares material for outgoing mail;

Greets and directs office visitors to appropriate individuals;

Copies or scans various materials;

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

Completes and forwards form letters to provide or request information;

Enters, retrieves and updates information using computer software applications;

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

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

May order, receive and distribute office supplies and materials;

May 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;

Skill in operating office equipment and performing basic office procedures;

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

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

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

Ability to follow instructions;

Ability to perform basic arithmetic computations;

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

Education:   Completion of the eighth grade.

Experience: One year experience performing clerical duties in an office environment. 

Notes:  

1. Additional experience performing clerical duties may be substituted on a year-for-year basis for the required education.

2. Graduation from an accredited high school or possession of a high school equivalency certificate may be substituted for six months of the required experience.

3. Six months clerical training with three courses in subjects such as keyboarding, clerical math, word processing, spreadsheets, data base, graphics presentation, proofreading, or office etiquette may be substituted for six months of the required experience.

4. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer in Administration classifications or Administrative, Clerical or Office Services specialty codes in the Clerical Support field of work on a year-for-year basis for the required experience.

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.