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HomeMy WebLinkAboutAdministrative Clerk II - AssessorJob Title: Department: Reports To: FLSA Exempt (Y/1S): Union: BBP: Salary Level: Location: Approved By: Approved Date: JEFFERSON COUNTY Job Description Administrative Clerk II Assessor Chief Deputy/Office Supervisor No UFC W No Grade 22 Courthouse Human Resources Manager February 2020 SUMMARY Compiles and maintains records of property transactions and office activities by performing complex duties associated with clerical work and general office assistance. Responsible for customer service and customer relations with the Assessor's office by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: Other duties may be assigned. Processes documents requiring a more extensive knowledge of procedures than the Administrative Clerk I position. Uses standard operating procedures or variations on standard procedures requiring independent judgment to apply correctly. 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 transactions and other data. Maintains various departmental, fiscal and other records and accounts. Posting may require preliminary calculations, allocations or classifications according to established procedures. Searches out information in departmental records and files. Complies data from varied sources where familiarity with subject matter may be required. May involve carrying out calculations and tabulations in accordance with established formulas, equations or standard methods. Initiates preparing and typing of regularly recurring letters, reports, notifications or memos. Maintains cumulative records. Performs as receptionist as required. Greets customers in person or over telephone, ascertains nature of business and may provide standard information from published records or specific directories. May include answering all incoming telephone lines of department and routing calls to appropriate extensions. Collects fees, amount of which play require calculations or determinations. Reviews and prepares documents for entry of information into electronic data processing system. Follows up as necessary to complete documents. Updates electronic information in a variety of different Assessor's computer programs according to standard formats. Jefferson County Job Description: Assessor — Administrative Clerk II Page 2 of 4 Maintains the Senior Citizen/Disabled Persons Exemption program 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 calculations or determinations. Interviews persons to compile information for legal or administrative records. Information may be somewhat technical or confidential in nature. Such interviewing necessitates delivery of clear explanations, tact and skill in questioning to determine proper lines of inquiry. SUPERVISORY RESPONSIBILITIES This job has no supervisory responsibilities. COMPETENCY To perform the job successfully an individual should demonstrate competency in the following: Problem Solving - Identify and resolve problems in a timely manner; Gather and analyze information skillfully; Work well in group problem solving situations; Use reason even when dealing with emotional topics. Technical Skills - Assess own strengths and weaknesses; Pursue training and development opportunities; Strive to continuously build knowledge and skills; Share expertise with others. Customer Service - Manage difficult or emotional customer situations; Respond promptly to customer needs; Respond to requests for service and assistance; Meet commitments. Interpersonal Skills - Maintain confidentiality; Keep emotions under control. Oral Communication - Speak clearly and persuasively in positive or negative situations; Listen and get clarification; Respond well to questions; Demonstrate group presentation skills; Participate in meetings. Written Communication - Write clearly and informatively; Edit work for spelling and grammar; Able to read and interpret written information. Cost Consciousness - Work within approved budget; Develop and implements cost saving measures; Conserve organizational resources. Diversi - Demonstrate knowledge of EEO policy; Show respect and sensitivity for cultural differences. Ethics - Treat people with respect; Keep commitments; Inspire the trust of others; Work with integrity and ethically; Uphold organizational values. Organizational Support - Follow policies and procedures; Support organization's goals and values. Judgment - Exhibit sound and accurate judgment; Support and explains reasoning for decisions; Make timely decisions. Planning/Organizing, - Use time efficiently; Plan for additional resources. Professionalism - Approach others in a tactful manner; React well under pressure; Treat others with respect and consideration regardless of their status or position; Follow through on commitments. uali - Demonstrate accuracy and thoroughness; Monitor own work to ensure quality. uanti - Meet productivity standards; Complete work in timely manner; Strive to increase productivity; Work quickly. Safety and Security - Observe safety and security procedures; Report potentially unsafe conditions; Use equipment and materials properly. Adaptability - Able to deal with frequent change, delays, or unexpected events. Attendance/Punctuality - Is consistently at work and on time; Ensure work responsibilities are covered when absent; Arrive at meetings and appointments on time. Dependability - Follow instructions, responds to management direction; Take responsibility for own actions; Keep commitments; Complete tasks on time or notifies appropriate person with an alternate plan. Jefferson County Job Description: Assessor — Administrative Clerk II Page 3 of 4 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 three (3) years experience in progressively responsible clerical positions, including two (2) years experience as an Administrative Clerk I in area of specialty or elsewhere in work of clerical nature for sufficient length of time to demonstrate competency; 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 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. Ability to apply concepts of basic algebra and geometry. REASONING ABILITY Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. COMPUTER SKILLS To perform this job successfully an individual should have knowledge of database software; Internet software; MS Excel spreadsheet software and MS Word, word processing software. CERTIFICATES, LICENSES, REGISTRATIONS Valid Washington State Driver's License Fundamental of the Assessor's Office (within a reasonable time after employment.) OTHER KNOWLEDGE, SKILLS AND ABILITIES Knowledge of real estate, surveying and cadastral mapping desired. Ability to maintain a high standard for accuracy, completeness, timeliness and efficiency in preparation of department documents. Ability to operate a personal computer, computer terminal and standard office equipment and to adapt to new and/or modified equipment which may be acquired. Knowledge of word processing, spreadsheet, database, E -Mail, and modem/fax software desirable. Knowledge of State and federal laws, County ordinances and policies and regulations affecting the delivery of service. Jefferson County Job Description: Assessor — Administrative Clerk II Page 4 of 4 Knowledge of all Assessor's Office clerical functions and familiarity with general office machines and techniques. Ability to remain calm in stressful situations and to relate to various personality styles in a calm, professional manner. Ability to work independently with minimal supervision. Ability to develop and improve clerical procedures in the interest of efficiency and standardization. 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 35 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the 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 senior level position in a career ladder for Administrative Clerk. The entry level position is Administrative Clerk I. Advancement from Administrative Clerk I to Administrative Clerk II within the career ladder requires completion of the requirements for Administrative Clerk II and a positive recommendation from the Assessor.