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HomeMy WebLinkAboutAdministrative Clerk II - Recording JEFFERSON COUNTY Job Description Job Title: Administrative Clerk II - Recording Department: Auditor Division: Recording Reports To: Auditor FLSA Exempt: No Union: UFCW BBP: No Salary Level: Grade 22 Location: Courthouse - Approved By: Human Resources Manager r, Approved Date: July 2020 SUMMARY: Assists in conducting elections and voter registration administration. Performs complex duties associated with clerical work and general office assistance. 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. 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 financial transactions and other data to and 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. Attends routine meetings and proceedings to take and transcribe minutes; processes records, and files transcriptions as required. Initiates preparing and typing of regularly recurring letters, reports, notification, or memos. Maintains cumulative records of such. Follows up on bills, notifications, and other materials requiring action on a prescribed periodic basis until eventually resolved; maintains record keeping system to do so. Completes balances, verifications, reconciliation, and audits as required to maintain completeness and accuracy of records and files. Reviews and prepares documents for entry of Jefferson County Job Description: Auditor—Administrative Clerk II—Recording Page 2 of 4 information into electronic data processing system. Follows up as necessary to complete documents. Enters and update information into system according to standard formats using typewriter like keyboard. Performs as receptionist as required. Greet visitors or applicants in person or over telephone, ascertains nature of business and may provide standard information as from published records or specific directories. 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. 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, some tact, and some skill in questioning to determine proper lines of inquiry. SUPERVISORY RESPONSIBILITIES: This position has no supervisory responsibilities. COMPETENCY: To perform the job successfully, an individual should demonstrate competency in the following: Analytical- Collects and researches data; Uses intuition and experience to complement data. Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments. Interpersonal Skills - Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things. Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings. Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information. Cost Consciousness - Works within approved budget; Conserves organizational resources. Diversity - Demonstrates knowledge of EED policy; Shows respect and sensitivity for cultural differences. Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Organizational Support- Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Supports affirmative action and respects diversity. Planning/Organizing-Uses time efficiently; Plans for additional resources. Professionalism -Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. Jefferson County Job Description: Auditor—Administrative Clerk II—Recording Page 3 of 4 Quality - Demonstrates accuracy and thoroughness; Monitors own work to ensure quality. Quantity-Meets productivity standards; Completes work in timely manner; Works quickly. Safety and Security- Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability- Adapts to changes in the work environment; Able to deal with frequent change, delays, or unexpected events. Attendance/Punctuality- Is consistently at work and on time; Ensures work responsibilities are covered when absent. Dependability- Follows instructions, responds to management direction; Takes responsibility for own actions; Completes tasks on time or notifies appropriate person with an alternate plan. 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 recording; 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 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. COMPUTER SKILLS: To perform this job successfully, an individual should have knowledge of database software; Internet software; EXCEL Spreadsheet software and WORD Word Processing software. CERTIFICATES,LICENSES, REGISTRATIONS: Valid Washington State Driver's License Jefferson County Job Description: Auditor—Administrative Clerk II—Recording Page 4 of 4 OTHER KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of the kinds of clerical activities conducted in the department of assignment. Skill in using various standard office machines, special office equipment associated with work assignment. Ability to develop and improve clerical procedures in the interest of efficiency and standardization, including personal computers, computer terminals and other associated hardware. 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, distance vision, color vision, peripheral 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/SKILL BAND: This position is the senior position in a career ladder for Administrative Clerks. The entry level position is a Administrative Clerk I. Advancement from Administrative Clerk Ito Administrative Clerk II within the career ladder requires meeting the requirements for Administrative Clerk II and a positive recommendation from the Auditor.