DISTINGUISHING FEATURES OF THE CLASS
The work involves responsibility for performing complex clerical processing and maintenance of records, as well as a variety of office support activities. All of these functions require skilled use of computerized equipment with a word processing function. Under general supervision, employees in this class perform advanced clerical and routine secretarial tasks that include the use of word processing packages, spreadsheets, and database programs producing final copy that is accurate, grammatically correct and appropriately formatted. The principal emphasis of this position is upon the wide variety of clerical tasks performed, which require the application of independent judgment and clerical knowledge. Work, other than typing, is similar in nature and level to that found in the Clerk II class. Supervision may be exercised over a few employees assisting in routine clerical and typing tasks. Work is evaluated through observation of operations and review of correspondence, typewritten materials and completed work. Incumbents may be required to successfully pass a background check. Does related work as required.
TYPICAL WORK ACTIVITIES
- Types from copy, rough draft or general instructions, forms, accounting and financial statements, court records, letters, payrolls, receipts, case histories, vouchers, departmental reports, permits or other materials, frequently requiring independent action and discretion on problems encountered.
- Uses word processing packages, spreadsheets and database programs to perform the more difficult and complex clerical processing and maintenance activities such as reports and other related documents.
- Checks accuracy and completeness of documents and applications, forms presented for filing, recording, or other administrative action; issues licenses and permits of various kinds; prepares deeds and certificates.
- Receives and examines legal instruments such as liens, mortgages, and business certificates for compliance with pertinent statutory requirements; supervises the recording, indexing, and filing of documents.
- Examines payment claims of vendors for accuracy; checks contract claims relating to road construction, sewers and buildings.
- Maintains attendance, personnel, and payroll records; makes out work sheets; posts assignments.
- Prepares requisitions; receives and distributes supplies; keeps perpetual inventory and consumption records.
- Composes routine letters or types from rough copy, reports, letters, statements, tabulations, vouchers and legal documents.
- May supervise a few clerical personnel engaged in routine clerical duties.
- Utilizes appropriate methods for interacting effectively and professionally with persons of all ages and from diverse cultural, socioeconomic, educational, racial and ethnic backgrounds, sexual orientations, lifestyles and physical abilities.
FULL PERFORMANCE KNOWLEDGE SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS
- Good knowledge of general office terminology, procedures, and clerical techniques.
- Good knowledge of proper grammatical usage, punctuation and spelling.
- Working knowledge of equipment and systems used in an office.
- Ability to communicate effectively both orally and in writing.
- Ability to understand and carry out complex oral and written instructions.
- Ability to communicate basic information clearly and courteously by telephone or in person.
- Ability to make minor decisions in accordance with laws and regulations and to apply these to work problems.
- Ability to assign, supervise and review the work of a small group of clerical personnel in a manner conducive to full performance and high morale.
- Ability to establish effective working relationships with co-workers, superiors and the public.
- Ability to make arithmetical computations and tabulations accurately and with reasonable speed.
- Ability to manipulate an alphanumeric keyboard to produce letters, reports, charts and other documents with a high degree of accuracy and within required timeframes.
MINIMUM QUALIFICATIONS
HELPS PROGRAM
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Two (2) years of office experience, or its part-time equivalent, which must have included typing and clerical work as a primary function of the job; or,
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An Associate's degree in Business or Administrative Assistant, or a closely related field, which must have included coursework in typing, keyboarding and/or word processing.
Note: Post-secondary education from a regionally accredited college, university or business school or one accredited by the New York State Board of Regents to grant degrees with a concentration in Secretarial Science or Administrative Assistant may be substituted for the above experience on a year-for-year basis.