Perform routine clerical work in support of an assigned department or division.
FULL PURPOSE OF CLASSIFICATION
The purpose of this classification is to perform routine clerical work in support of an assigned department or division, with an emphasis on processing information/documentation, performing data entry, typing/preparing documents, answering telephone calls, providing customer service, and maintaining files/records. In addition, employees in this class may be responsible for routine administrative processing of applications, permits, or work orders pertaining to a specific departmental function
ESSENTIAL FUNCTIONS
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Provides clerical support for an assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures; types, prepares, proofreads, and/or completes various forms, reports, correspondence, schedules, lists, logs, narratives, background reports, or other documents.
Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; responds to requests for service/assistance; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary.
Performs customer service functions in person, by telephone, or by mail; provides information or assistance regarding department/division services, activities, forms, procedures, fees, or other issues; receives and/or disseminates forms/documentation; responds to routine questions/complaints, researches problems, and initiates problem resolution.
Processes requests for permits or licenses: answers questions regarding the application process, regulations, policies, and procedures governing the process; receive and date-stamps applications and documentation; verifies that all required documentation is included and complete; researches and obtains any additional information needed to process application; calculates and collects any applicable fees; issues permit or license and receipt; tracks and maintains log of permits or licenses issued; and compiles activity reports.
Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; retrieves information from databases; incorporates data into assigned records and documents; generates automated reports from systems.
Distributes documentation between department/staff members and internal/external individuals/agencies: operates fax machine to send/receive documentation; distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
Maintains file system of various files/records for the department/division: prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents as directed; maintains department/program references such as vendor lists, Codebooks, training manuals, standard operating procedures, and mailing lists; and maintains confidentiality of departmental documentation and issues.
Prepares and/or processes administrative documents for the department to include timesheets, purchasing documents, personnel forms, accounts payable documents, invoices, travel expense forms, and inventory records; calculates and maintains timesheets and leave information for employees; obtains signatures when necessary; and submits administrative documents to appropriate department or manager.
Processes financial documentation; reviews invoices, purchase orders, or other documents for accuracy; researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; maintains files and records.
Receives moneys in payment of various fees, fines, or services; records transactions, issues receipts, and forwards revenues as appropriate; opens, closes, and balances cash drawer.
Processes criminal information/documentation; organizes incident/accident reports, evidence sheets, dispositions, citations, arrest reports, pawn tickets, or other documentation for data entry; enters data into computer; verifies downloaded data and makes necessary corrections; monitors uniform crime reporting information; distributes copies of reports to appropriate personnel/agencies; verifies fingerprint information and conducts criminal background checks.
Records and takes minutes of all actions or business considered by a board(s) or committee(s): operates audio recording equipment during meetings; reviews, proofreads, and forwards minutes to appropriate personnel.
Assists department management with budget related activities: collects and reports information used in developing budget proposals; monitors and reports expenditures and fund balances; researches budget issues; and prepares budget reports and/or upon request; monitors daily financial operations of department to ensure compliance.
Maintains petty cash; processes mileage reimbursement and expense reimbursement forms; stamps and records incoming revenue and forwards as needed.
Maintains calendar/schedule of activities for assigned department/division; schedules and confirms appointments, meetings, interviews, conferences, or other activities; maintains calendar for meeting/conference rooms; updates calendar on a regular basis and notifies parties involved of changes.
Maintains postage expense records; prepares reports reflecting postage meter usage for billing to proper departments; monitors available postage levels and requests replenishment of postage funds as needed.
Receives various forms, reports, correspondence, time sheets, invoices, check requests, purchase orders, incident/accident reports, citations, arrest reports, pawn tickets, policies, procedures, manuals, maps, handbooks, directories, reference materials, or other documentation; reviews, completes, proofreads, processes, forwards or retains as appropriate.
Researches, compiles, and/or monitors routine administrative or statistical data pertaining to department operations: summarizes data and prepares reports; conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed; incorporates information from source documents into the preparation of assigned materials; and composes, drafts and/or prepares correspondence and letters.
Operates a personal computer, scanner, telephone, two-way radio, switchboard, postage machine, cash register, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, presentation, e mail, Internet, or other computer programs; performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner.
Communicates with supervisor, employees, other departments, law enforcement personnel, customers, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Assists with city-wide purchasing activities (Finance Department only): receives and processes and assists departments with completion of purchase requisitions; distributes purchase orders; prepares bid documents; schedules appointments and bid dates; submits bid information for publication in local newspapers and on the City’s website.
Coordinates receipt of goods/materials; receives incoming orders, packages, or deliveries; loads or unloads materials; inspects deliveries to verify receipt of correct materials, condition of materials; and completeness of entire order; verifies accuracy of packing slips and receiving documents
ADDITIONAL FUNCTIONS
Performs notarization of documents as needed.
Performs general/clerical tasks, which may include making copies, sending/receiving faxes, filing documentation, processing incoming/outgoing mail, or delivering documentation to other offices.
Provides assistance to other employees or departments as needed.
Performs other related duties as required.
MINIMUM QUALIFICATIONS
High School Diploma or GED; one year of previous work experience required, preferably in clerical support, customer service or a related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May be required to possess and maintain a Notary Public License.
PERFORMANCE APTITUDES
Specific Knowledge, Skills, or Abilities: Must be able to accurately type 35 words per minute. Must be able to learn, comprehend, and apply all city or departmental policies, practices, and procedures necessary to function effectively in the position.
Data Utilization: Requires the ability to determine, calculate, tabulate, or summarize data/information. Includes performing subsequent actions in relation to these computational operations.
Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference and descriptive data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness, and creativity in situations involving evaluation of information against measurable or verifiable criteria.
ADA COMPLIANCE
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, depth, texture, and visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.
FULL PURPOSE OF CLASSIFICATION
The purpose of this classification is to perform routine clerical work in support of an assigned department or division, with an emphasis on processing information/documentation, performing data entry, typing/preparing documents, answering telephone calls, providing customer service, and maintaining files/records. In addition, employees in this class may be responsible for routine administrative processing of applications, permits, or work orders pertaining to a specific departmental function
ESSENTIAL FUNCTIONS
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Provides clerical support for an assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures; types, prepares, proofreads, and/or completes various forms, reports, correspondence, schedules, lists, logs, narratives, background reports, or other documents.
Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; responds to requests for service/assistance; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary.
Performs customer service functions in person, by telephone, or by mail; provides information or assistance regarding department/division services, activities, forms, procedures, fees, or other issues; receives and/or disseminates forms/documentation; responds to routine questions/complaints, researches problems, and initiates problem resolution.
Processes requests for permits or licenses: answers questions regarding the application process, regulations, policies, and procedures governing the process; receive and date-stamps applications and documentation; verifies that all required documentation is included and complete; researches and obtains any additional information needed to process application; calculates and collects any applicable fees; issues permit or license and receipt; tracks and maintains log of permits or licenses issued; and compiles activity reports.
Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; retrieves information from databases; incorporates data into assigned records and documents; generates automated reports from systems.
Distributes documentation between department/staff members and internal/external individuals/agencies: operates fax machine to send/receive documentation; distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
Maintains file system of various files/records for the department/division: prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents as directed; maintains department/program references such as vendor lists, Codebooks, training manuals, standard operating procedures, and mailing lists; and maintains confidentiality of departmental documentation and issues.
Prepares and/or processes administrative documents for the department to include timesheets, purchasing documents, personnel forms, accounts payable documents, invoices, travel expense forms, and inventory records; calculates and maintains timesheets and leave information for employees; obtains signatures when necessary; and submits administrative documents to appropriate department or manager.
Processes financial documentation; reviews invoices, purchase orders, or other documents for accuracy; researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; maintains files and records.
Receives moneys in payment of various fees, fines, or services; records transactions, issues receipts, and forwards revenues as appropriate; opens, closes, and balances cash drawer.
Processes criminal information/documentation; organizes incident/accident reports, evidence sheets, dispositions, citations, arrest reports, pawn tickets, or other documentation for data entry; enters data into computer; verifies downloaded data and makes necessary corrections; monitors uniform crime reporting information; distributes copies of reports to appropriate personnel/agencies; verifies fingerprint information and conducts criminal background checks.
Records and takes minutes of all actions or business considered by a board(s) or committee(s): operates audio recording equipment during meetings; reviews, proofreads, and forwards minutes to appropriate personnel.
Assists department management with budget related activities: collects and reports information used in developing budget proposals; monitors and reports expenditures and fund balances; researches budget issues; and prepares budget reports and/or upon request; monitors daily financial operations of department to ensure compliance.
Maintains petty cash; processes mileage reimbursement and expense reimbursement forms; stamps and records incoming revenue and forwards as needed.
Maintains calendar/schedule of activities for assigned department/division; schedules and confirms appointments, meetings, interviews, conferences, or other activities; maintains calendar for meeting/conference rooms; updates calendar on a regular basis and notifies parties involved of changes.
Maintains postage expense records; prepares reports reflecting postage meter usage for billing to proper departments; monitors available postage levels and requests replenishment of postage funds as needed.
Receives various forms, reports, correspondence, time sheets, invoices, check requests, purchase orders, incident/accident reports, citations, arrest reports, pawn tickets, policies, procedures, manuals, maps, handbooks, directories, reference materials, or other documentation; reviews, completes, proofreads, processes, forwards or retains as appropriate.
Researches, compiles, and/or monitors routine administrative or statistical data pertaining to department operations: summarizes data and prepares reports; conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed; incorporates information from source documents into the preparation of assigned materials; and composes, drafts and/or prepares correspondence and letters.
Operates a personal computer, scanner, telephone, two-way radio, switchboard, postage machine, cash register, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, presentation, e mail, Internet, or other computer programs; performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner.
Communicates with supervisor, employees, other departments, law enforcement personnel, customers, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Assists with city-wide purchasing activities (Finance Department only): receives and processes and assists departments with completion of purchase requisitions; distributes purchase orders; prepares bid documents; schedules appointments and bid dates; submits bid information for publication in local newspapers and on the City’s website.
Coordinates receipt of goods/materials; receives incoming orders, packages, or deliveries; loads or unloads materials; inspects deliveries to verify receipt of correct materials, condition of materials; and completeness of entire order; verifies accuracy of packing slips and receiving documents
ADDITIONAL FUNCTIONS
Performs notarization of documents as needed.
Performs general/clerical tasks, which may include making copies, sending/receiving faxes, filing documentation, processing incoming/outgoing mail, or delivering documentation to other offices.
Provides assistance to other employees or departments as needed.
Performs other related duties as required.
MINIMUM QUALIFICATIONS
High School Diploma or GED; one year of previous work experience required, preferably in clerical support, customer service or a related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May be required to possess and maintain a Notary Public License.
PERFORMANCE APTITUDES
Specific Knowledge, Skills, or Abilities: Must be able to accurately type 35 words per minute. Must be able to learn, comprehend, and apply all city or departmental policies, practices, and procedures necessary to function effectively in the position.
Data Utilization: Requires the ability to determine, calculate, tabulate, or summarize data/information. Includes performing subsequent actions in relation to these computational operations.
Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference and descriptive data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness, and creativity in situations involving evaluation of information against measurable or verifiable criteria.
ADA COMPLIANCE
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, depth, texture, and visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.