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HomeMy WebLinkAboutAdministrative Clerk I - DCD JEFFERSON COUNTY Job Description Job Title: Administrative Clerk I Department: Community Development Reports To: Building Permit and Administrative Services Manager FLSA Exempt(Y/N): No Union: UFCW BBP: No Salary Level: Grade 20 Location: Castle Hill Approved By: Human Resources Manager L z7'L- ‘"--, Approved Date: July 2020 SUMMARY Performs duties associated with permit processes data entry, office administration,and general clerical work. Greets customers, gives information to callers,and otherwise relieves officials of clerical work and minor administrative and business detail by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: Other duties may be assigned. Is the first point of contact for most all incoming calls and walk-in clientele. Greets public,ascertains nature of business,and staff most able to assist, may obtain routine information and may provide standard information from published records or specified directories. Enters data as assigned by Community Development Technicians or other staff into appropriate software applications.Types notifications,reports,memos, form letters and other necessary correspondence. May compile simple reports from such records. Assists Community Development Technicians as needed receiving payments, calculating fees, retrieving, replacing and archiving files. As directed responds to public inquires received by phone, fax and the general public by retrieving and relaying information. Assists with the retrieval and documentation of incoming mail, including opening reading and routing. Prepares,records and delivers outgoing mail.Assists Community Development staff with miscellaneous departmental copy projects and mass mailings. Makes copies of correspondence or other printed matter as instructed. Indexes, scans and files routine or special correspondence, reports and other records and materials in accordance with procedures. Coordinates office supply orders ensuring proper receipt and documentation of orders placed on a regular basis. Jefferson County Job Description: Community Development Administrative Clerk II Page 2 of 4 May be asked to create and maintain forms for the use by staff, public and advisory groups. Prepares,updates, classifies and indexes material, records and files as directed.Files material according to a prescribed breakdown. Reconciliation of cash and receipts on the daily cash sheet. Must be comfortable in handling cash and receipts in large amounts. Provides administrative support for the planning functions. Assists in coordination of public participation processes and responds to public inquiries, complaints and requests for information. Maintains Departmental Library. SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities. MINIMUM 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 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 communicate effectively, both orally and in writing.Ability to read and comprehend instructions and act accordingly.Ability to write correspondence. Ability to communicate complex or controversial issues or regulations to the staff and the public. Ability to effectively present information in one-on-one and small group situations to customers, clients,and other employees of the organization. MATHEMATICAL SKILLS Abilityto add, subtract,multiply, and divide in all unitsof measure, usingwhole numbers, common fractions, and decimals. Ability to compute rate,ratio, and percent and to draw and interpret bar graphs. 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 Jefferson County Job Description: Community Development Administrative Clerk II Page 3 of 4 OTHER KNOWLEDGE,SKILLS AND ABILITIES Ability to be self-motivated to complete required deadlines while simultaneously completing other tasks. Ability to be proficient in handling multiple,unexpected interruptions on an ongoing basis which pertain to the ability to create time for necessary tasks. Ability to draft responses to letters of inquiry,customer complaints, and other externally generated requests. Ability to use standard office machines such as photocopier, facsimile machine,and calculator. Well-developed knowledge of computers and associated programs including: Windows, EXCEL, Permit Plan,Access, Word and working knowledge of computer peripherals and fax equipment. Proficient typing/key boarding skills. Ability to establish and maintain effective working relationships with officials, staff, and the general public.Ability to work on a team and do creative problem solving with others. Ability to grasp new techniques and deal with rapid changes in events. Willingness to effectively utilize continuing education opportunities and to stay abreast of new developments,techniques, computer programs, equipment, etc.,used in the performance of the position. Knowledge of departmental procedures and County procedures and policies.Ability to learn and understand standard policies and procedures of a variety of departments. Ability to remain calm and productive in stressful situations,mediation and negotiation skills are helpful. Skill in dealing with the public, developers,management,planners, staff,and representatives of other agencies in a pleasant manner. Ability to acquire basic knowledge to read legal documentation,plat maps, survey records,and other technical maps. Professional attitude,diplomacy,patience,tact and understanding when dealing with the public. Knowledge of business, secretarial and clerical procedures,formats,vocabulary,voucher procedures and technicalities associated with the department to perform specialized duties such as basic accounting, reception, cashier and file/records clerk. Knowledge of time management and organizational skills and be able to function under conditions of frequent interruptions,high stress and crowded surroundings. Ability to maintain confidentiality of sensitive information. Ability to maintains a high standard for quality in all work. 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. Jefferson County Job Description: Community Development Administrative Clerk II Page 4 of 4 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 Administrative Clerk I. Advancement from Administrative Clerk Ito Administrative Clerk II within the career ladder requires meeting the requirement for Administrative Clerk II and a positive recommendation from the Department Director.