HomeMy WebLinkAboutAdministrative Clerk I
JEFFERSON COUNTY
Job Description
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Administrative Clerk I
Public Works Department
Public Works Director
NO
Teamsters
Level 3
NO
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December 2005 ~ "1/"""
SUMMARY
Performs a variety of duties in the area of general office administration. Provides support to designated
divisions ofthe Department and provides assistance to the public, department, and County services by
performing the following duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Types office documents, routine correspondence, and reports, utilizing word processing software on a
personal computer.
Answers and directs incoming telephone calls. Answers routine questions or directs more complicated
requests for information to appropriate staff person.
Responsible for assisting public that come to the counter (reception area) to provide general information
about Public Works and to explain standard procedures, plats, survey information, and other information,
and distributes standard handouts as appropriate.
Performs office administration duties such as sorting and distributing incoming mail, Maintaining petty
cash drawer, basic bookkeeping functions, and ordering supplies.
Maintains Small Works Roster and Vendor Roster databases. Advertises rosters at appropriate intervals.
Monitors use of rosters and prints reports from databases as required.
Maintains Action Request database. Sends reports to division managers in a timely manner to insure the
public receives a prompt response from the department.
Assists staff in scheduling appointments and making travel arrangements; carries out various errands
needed by staff.
Scans and retrieves documents from documenting imaging system and maintains departmental files for this
system.
Jefferson County Job Description: Public Works Administrative Clerk I
Attends routine meetings. Records, transcribes, and routes meeting minutes as required. Assures requisite
documents are collected and prepared for Commissioners meetings.
Processes documents requiring knowledge of standard operating procedures.
Accountable for specific steps in various projects.
Participates in the annual training program and annual performance evaluation process.
Works in team-based environment; participates in team process to assist in developing division budget and
setting work-level expectations, goals, and objectives. Acts as team leader periodically.
SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.
COMPETENCY: To perform the job successfully, an individual should demonstrate competency in the
following:
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 - Focuses on solving conflict, not blaming; 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; 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; Gives and welcomes feedback; Contributes to building a positive team spirit; Supports everyone's
efforts to succeed.
Cost Consciousness - Works within approved budget; Develops and implements cost saving measures;
Conserves organizational resources.
Diversity - Demonstrates knowledge ofEEO policy; Shows respect and sensitivity for cultural differences;
Promotes a harassment-free environment.
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.
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.
Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality;
Applies feedback to improve performance; Monitors own work to ensure quality.
Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase
productivity; Works quickly.
Safety and Security - Observes safety and security procedures; Determines appropriate action beyond
guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
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Jefferson County Job Description: Public Works Administrative Clerk I
Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes
approach or method to best fit the situation; 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; Takes responsibility for own
actions; 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 general education degree (GED); and a minimum of two (2)
years related secretarial experience and/or training;
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.
MA THEMA TICAL 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 knowledge of database
software; internet software; spreadsheet software and word processing software.
CERTIFICA TES, LICENSES, REGISTRATIONS
Valid Washington State Driver's License
OTHER SKILLS AND ABILITIES
Must possess excellent interpersonal skills.
Skills and abilities may be dependent on the area of assignment.
Ability to learn and understand County standards, forms, and procedures; including a working knowledge
of plats, surveys, and legal descriptions; general office administration processes.
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Jefferson County Job Description: Public Works Administrative Clerk I
Knowledge of personal computers and software programs including word processing and spreadsheet
programs used in area of assignment. Ability to successfully complete related computer software training.
Skilled in use of office equipment including but not limited to a typewriter, multi-line telephone, calculator,
dicta-phone, photo copier, microfilm reader/printer, camera and blue-printing machine.
Ability to prioritize, organize and complete work under tight deadlines and multiple, unexpected
interruptions. .
Ability to maintain professional manner with the public and staff; interact in a professional manner with
Department Head, other officials, county employees, contractors, vendors, and the 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 sit; use hands to finger,
handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand,
walk. The employee is occasionally required to stoop, kneel, or crouch. The employee must frequently lift
and/or move up to 10 pounds and occasionally lift and/or move up to 25 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.
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