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HomeMy WebLinkAboutAdministrative Clerk II - DCD JEFFERSON COUNTY Job Description Job Title: Administrative Clerk II Department: Community Development Reports To: Building Permit and Administrative Services Manager FLSA Exempt(Y/N): No Union: UFCW BBP: No Salary Level: 22 Location: Castle Hill Approved By: Human Resources Manager Approved Date: July 2020 SUMMARY Performs essential duties associated with secretarial and administrative support for the Office Manager and the Director of the Community Development Department. Performs a wide variety of secretarial, research,data entry, receptionist, special project and customer support functions in carrying out the activities necessary to support members of the management team. The position is responsible for insuring the smooth flow of administrative correspondence to and from the Department of Community Development, and maintenance of administrative processes within the Department. The position maintains files to insure that correspondence and inquiries are answered within acceptable and established time frames. ESSENTIAL DUTIES AND RESPONSIBILITIES Include the following. Other duties may be assigned. Accepts and completes special projects as assigned by Director and Office Manager. Maintains flow of administrative paperwork in and out of the Community Development Department. Insures such paperwork meets the time line requirements of the Departmental benchmarks for internal and external correspondence. Maintains such tickler files to insure managers are cognizant of time frames for administrative correspondence. Maintains the calendar for the Director. Assists Office Manager to create and maintain files for a number of administrative processes including but not limited to,budgets,personnel,permits, and other operational processes. Gathers and compiles information researches and distributes information from official administrative records and transactions. Performs file searches as necessary. Works with Office Manager as directed to assist in the improvement of the Department of Community Developments operating concepts,work processes and other key administrative and customer systems Works with other staff members to insure reception,telephone and customer service processes are delivered with any benchmarks established by the Department. Creates letters,sample answers and draft correspondence for the Director, Office Manager and other members of the management team. Receives and completes special projects assigned by supervisor. Jefferson County Job Description: Community Development Administrative Clerk I Page 2 of 3 I s informed and trained in the dayto daytasks of Emergency 911 addressing, includingassistingthe g Y g� public in filling out the appropriate forms,entering information into computer programs. Coordinates with Public Works once numbers are assigned in the creation and delivery of the plates. Provides support and maintains records and files for the PlanningCommission functions, including g preparing meeting agendas,packets, legal notices, and minutes. 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 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 instruction procedure ma nuals.and p ocedu a ma uals.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 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. CERTIFICATES,LICENSES,REGISTRATIONS Valid Washington State Driver's License OTHER KNOWLEDGE,SKILLS AND ABILITIES Knowledge of standard office equipment including a multiline phone system, fax machine, postage meter and copier. Ability to use a personal computer and software programs. Knowledge of MS Windows and standard office software programs, including MS Word,Excel,Outlook and Powerpoint. Knowledge of State laws,County regulations and policies, and the ability to learn and understand laws,policies and procedures. Ability to remain calm and productive in a busy office under stressful conditions. Jefferson County Job Description: Community Development Administrative Clerk I Page 3 of 3 Skill in dealing with a variety of people in a pleasant manner. Ability to establish and maintain effective working relationships with officials, contractors, and the general public. Ability to work as part of a team and to creatively problem solve with others. Ability to handle multiple tasks, and multiple interruptions on an ongoing basis. Ability to grasp new techniques and deal with rapid changes in events. Ability to maintain high standards for accuracy,completeness,and efficiency in the preparation of reports and documents. 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 performingthe duties of this job,the employee is re regularly required to use hands to finger, handle g Y q > 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. The employee must occasionally lift and/or move up to 35 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 Clerks. The most senior level position is an Administrative Clerk II. 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 Department Director.