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HomeMy WebLinkAboutAdministrative Clerk IJob Title: Department: Reports To: FLSA Exempt (Y/N): Union: BBP: Salary Level: Location: Approved By: Approved Date: JEFFERSON COUNTY Job Description Administrative Clerk I Public Health Division Manager No UFCW No Grade 20 Public Health Office Human Resources Manager February 2020 SUMMARY Performs duties associated with clerical work and general office assistance in the Public Health Department by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Receives, processes and distributes documents according to instructions. Checks for accuracy and completeness. Prepares and types routine correspondence, reports, documents and memos from verbal or written instructions. May also include machine transcription. Attends routine meetings and proceedings to take and transcribe minutes, processes records and files transcriptions as required. Maintains records of documents processed for ready access and compiles various reports according to standard operating procedures. Classifies and indexes material. Files material according to a prescribed breakdown. Posts receipts for financial transactions and other data and maintains various departmental, fiscal and other records and accounts, according to established procedures. Posting may require preliminary calculations, allocations or classifications according to established procedures. Searches out information in departmental records and files. Compiles data from varied sources where familiarity and subject matter may be required. Initiates preparing and typing of regularly recurring letters, reports, notification or memos. Maintains cumulative records. Follows up on contracts, bills, notifications and other materials requiring action on a prescribed periodic basis until eventually resolved. Maintains record keeping system. Enters and updates information into computer according to standard formats. Performs as receptionist or nursing registration clerk as required. Greets customers in person or over the telephone, ascertains nature of business and may provide standard information from published records or specific directories. Registration duties may include electronic appointment scheduling and entry of information provided by client into registration computer. Information may be somewhat technical or Jefferson County Job Description: Administrative Clerk I Page 2 of 3 confidential in nature. Such interviewing necessitates delivery of clear explanation, tact and skill in questioning to determine proper lines of inquiry. May include answering all incoming phone lines of department and routing calls to appropriate extensions. Issues licenses, permits or registrations where procedures are standardized, but where some questioning, judgment, and/or testing may be necessary to determine qualifications of applicant. Collects fees, amount of which may require simple calculations or determinations. SUPERVISORY RESPONSIBILITIES This job has no supervisory responsibilities. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE High school diploma or general education degree (GED); and one (1) year clerical training or experience in a general office field; or equivalent combination of education and experience. LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to prepare minutes of meetings based on personal notes or tape recorded transcript. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. CERTIFICATES, LICENSES, REGISTRATIONS Valid Washington State Driver's License OTHER KNOWLEDGE, SKILLS AND ABILITIES Knowledge of clerical activities conducted in the department of assignment. Skill in using various standard office machines, special office equipment associated with work assignment. This includes a working knowledge of word processing and data entry software. A minimum typing speed of 50 words per minute. Jefferson County Job Description: Administrative Clerk I Page 3 of 3 Ability to maintain high standards for accuracy, completeness and efficiency in the preparation of reports and documents. Must possess pleasant and professional attitude to maintain effective and harmonious relations with other employees and the public. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel and talk or hear. The employee frequently is required to stand, walk and sit. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. CAREER LADDER POSITION This position is the entry level position in a career ladder for Administrative Clerk. The next position is a Senior Administrative Clerk. Advancement from Administrative Clerk to Senior Administrative Clerk within the career ladder requires completion of the requirements for Senior Administrative Clerk and a positive recommendation from the Public Health Office Manager and/or Public Health Director.