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HomeMy WebLinkAboutAdministrative Clerk IIIJEFFERSON COUNTY Job Description Job Title: Administrative Clerk III Department: Public Works Division: Administration Reports To: Public Works Director FLSA Exempt: NO Union: Yes HIPAA: Level 3 BBP: No Salary Level: A3 -C Location: Public Works Office Approved By: Human Resource Manager Approved Date: September 2017 SUMMARY: This position performs a variety of duties in the area of general office administration and provides specific support to designated departmental divisions and assists the public with departmental services, by performing the following duties. ESSENTIAL DUTIES AND RESONSIBILITIES: include the following. Duties may vary depending on divisions supported. Other duties may be assigned. Prepares or assists with preparation of administrative reports for submission to outside agencies, or the public as required or authorized. Provides assistance as needed for construction and emergency projects. Assists engineers with compiling and assembling bid packages and RFQs/RFPs and provides support during the bidding process. Provides assistance with various project worksheets, such as review of prevailing wage, intents and affidavits, and certified payrolls, etc. Prepares project documentation for permanent recordkeeping. Maintains Engineering publications library. Acts as lead to coordinate response to Public Records Requests and assists other staff with compiling records. Provides confidential administrative support to the Public Works Director. Maintains a record keeping system for tracking personnel related activities for the Public Works Department and maintains personnel files as necessary for the department including confidential medical information files. Initiates and prepares departmental personnel documents, reports and other data for a variety of departmental personnel actions. Insures that proper personnel procedures are followed. Jefferson County Job Description: Administrative Clerk III Page 2 of 6 Assists Human Resources to insure that proper procedures are followed for injury and illness reporting for Department of Labor and Industries claims for the Department. Researches, prepares and composes letters, reports, notifications, memos, and other materials of an important or confidential nature on own initiative or from brief instructions or notes. Trains, assists, and provides guidance back-up to Administrative Clerk I and II position(s). Acts as back-up for all daily operations when others are absent. Responsible for various departmental administrative processes and maintenance of process databases such as the Filing Inventory and Action Requests. Monitors use of rosters and prints reports as required. Reviews applications to insure that minimum standards are met. Utilizes the MRSC Roster for Small Works, Vendor Listing and Professional Services as needed by the Department. Creates spreadsheets from the rosters for Projects, sends calls for bids, and responds to requests. Assists in maintenance of Public Works website. Updates and revises website with approval. Documents office policy and procedures. Utilizing the computer network and appropriate programs, creates and/or edits and formats a variety of advanced office documents such as agreements, resolutions, standard operating plans and strategic plans. Designs, utilizes, and updates spreadsheets and databases. Designs and writes database reports and computerized presentations, as required. Types and edits contracts, contract specifications, and reports. Performs basic bookkeeping duties, orders office supplies and carries out various errands needed by staff. Maintains petty cash drawer. Provides various personnel with computer generated printouts on projects and budget status from the County's computer network. Assists staff in scheduling appointments and making travel arrangements. Researches records for information on history and establishment of right of way for County roads. Prepares petitions, notices, reports and resolutions. Acts as lead in design of filing system and design of template for document imaging system and insures that Administrative Clerk I & II position(s) are trained in proper procedures. Manages, prioritizes and schedules documents for scanning. Scans files, indexes, inputs and retrieves documents from the currently implemented document imaging system. Maintains departmental files and filing system. Reviews and prepares files for document imaging, determining which records are permanent using guidelines from Records Management. Jefferson County Job Description: Administrative Clerk III Page 3 of 6 Records, transcribes, edits and distributes meeting minutes as required. Assures requisite documents are on hand for meetings and reviews and prepares agenda items for weekly Commissioners meetings. Accountable for specific project steps, works in a team based environment and participates in the annual training program and annual performance evaluation process. Participates in team processes to assist in developing the division budgets for the department and in self-directed team processes to set work level expectations, goals and objectives. Periodically serves as team leader. SUPERVISORY RESPONSIBILITIES: This job has no supervisory responsibilities. COMPETENCY: To perform the job successfully, an individual should demonstrate competency in the following: Problem Solving —Works well in group problem solving situations; Uses reason even when dealing with emotional topics. Technical Skills — Uses a variety of computer software applications to complete duties. Pursues training and development opportunities; Shares expertise with others. Customer Service — Manages difficult or emotional customer situations; Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments. Interpersonal Skills — Maintains confidentiality; Keeps emotions under control; Remains open to others' ideas and tries new things. Oral Communication - Listens and gets clarification; Participates in meetings. Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information. Teamwork — Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Contributes to building a positive team spirit; Supports everyone's efforts to succeed. Cost Consciousness - Works within approved budget; Conserves organizational resources. Diversity - Demonstrates knowledge of EEO policy; Promotes a harassment -free environment. Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically. Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time. Planning/Or ag_nizing - Assigns priority and plans work activities; Uses time efficiently. 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. uantit — Meets productivity standards; Completes work in timely manner. Quality - Demonstrates accuracy and thoroughness. Monitors own work to ensure quality. Creates high quality work product. Safety and Security - Observes safety and security procedures; Reports potentially unsafe Jefferson County Job Description: Administrative Clerk III Page 4 of 6 conditions; Uses equipment and materials properly. Adaptability - 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; Arrives at meetings and appointments on time. Dependability_- Follows instructions, responds to management direction; Keeps commitments; 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 GED, two (2) years as an Administrative Clerk II, and six (6) years related secretarial experience and/or training in general business curriculum; OR Eight (8) years related secretarial experience and/or training in general business curriculum, including or supplemented by clerical and secretarial typing and basic office skills; 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 add, subtract, multiply and divide in all units of measure, using whole 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. COMPUTER SKILLS To perform this job successfully, an individual should have a working knowledge of database software, website/internet software, spreadsheet software, PDF software and word processing software. CERTIFICATES, LICENSES, REGISTRATIONS: Valid Washington State Driver's License Jefferson County Job Description: Administrative Clerk III Page 5 of 6 KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of various project documents to assist in proof-reading and formatting contract documents. Ability to assist in verification of L&I wage requirements. Ability to maintain confidentiality of sensitive information. Knowledge of County standards, forms and procedures, as well as knowledge of plat, surveys and legal descriptions of property. Experienced in all general office administration processes. Ability to use road plans to trace right of way. Ability to read, understand and write legal descriptions. Ability to use a wide variety of office equipment including typewriter, calculator, document imaging, Dictaphone, photocopier, blueprint machines and other office equipment standard to areas of assignment and to adapt to new and/or modified equipment which may be acquired. Ability to assign priority and organize tasks under imposed deadlines while completing daily tasks on time. Proficient in handling multiple, unexpected interruptions on an on-going basis. Ability to multi- task. Ability to train and provide guidance to Administrative I and II level employees. Ability to maintain a high standard for accuracy, completeness, and efficiency in the preparation of reports. Ability to maintain a pleasant and courteous demeanor in dealing with the public in a sometimes stressful environment. Ability to interact in a professional manner with Department Heads and other officials, County employees, business people and the general public. Ability to contact the public and business persons to obtain permits, addresses, referrals and general information. 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 talk or hear, stand, walk, and sit, to use hands to finger, handle, or feel and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Jefferson County Job Description: Administrative Clerk III Page 6 of 6 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.