Position Summary

This is a moderately complex clerical position whose primary responsibility is the reception area and switchboard. This position also includes work involving typing, transcription, and processing documents in a variety of functions.

This employee performs work of moderate complexity which requires the utilization of communication and customer service skills, typing skills and the processing of a variety of records which includes the verification of information, performing arithmetic calculations and coding.  Work involves the skilled typing of correspondence, reports, transactions, transmittals, and similar documents.
 
Examples of Work:

• Manage a multi-line switchboard, answer, and transfer calls appropriately.
• Greet and assist visitors in a timely fashion.
• Complete data entry for, prepare and process letters, reports, contract transactions, transmittals, vouchers, itinerary, and agenda from handwritten draft, dictated sources or original source documents.
• Process mail including certified mail, Federal Express, overnight priority mail, and interoffice mail.
• Transcription of digitally recorded journal entries.
• Replenish office supply closet by completing purchase requisitions.
• Photocopying.
• Preparing and sending faxed material.
• Filing.
• Perform other duties as requested.

Essential Duties and Responsibilities

• Process incoming correspondence and action documents.
• Maintain electronic and paper files and records including, but not limited to a personnel listing of all agency staff, manuals, handbooks, other related materials.
• Establish, organize, maintain, and update files, databases, records, and other documents; perform routine analyses and calculations while processing data for recurring reports.
• Prepare accurate work in a timely manner and adheres to agency objectives and policies.
• Provide safe handling of confidential data in the form of facsimiles and printing.
• Provide clerical and administrative support for agency staff and management as needed.
• Make routine informational contacts on behalf of management or supervisors.
• Provide mail distribution and reception desk coverage.
• Open, sort, screen, and distribute various forms of incoming correspondence and publications.
• Requisition and distribute agency supplies, including the satellite offices.
• Perform document scanning functions.
• Assist in destruction of confidential records for the agency.
• Participate in training activities.
• Participate in supervision sessions with the supervisor on a regular basis.
• Receive visitors and telephone calls and determines appropriate action.
• Form rough drafts, notes, or oral instructions, type and prepare correspondence, forms, memoranda, and reports that may include technical or professional terminology.  The incumbent is responsible for proper spelling, grammar, format, and arrangement of material.
• Take dictation at conferences that may involve matters of extreme priority or involve issues where great discretion is required.
• Review outgoing correspondence for signature of agency staff.  Each review is for proper format, typographical accuracy, grammar, conformance with procedural instructions, and necessary attachments.
• Disseminate information by using the telephone, mail services, and e-mail.
• Search for, assemble, and summarize information from files and documents when requested or in anticipation of needed information.
• Gather material for use in reports, presentations, and speeches.
• Perform other duties as assigned.

Essential Requirements

• Six months as a Clerk Typist 1 and educational development to the level of eighth grade; or completion of a high school business curriculum which includes at least one keyboarding course; or any equivalent experience and/or training.
• Knowledge of English grammar, spelling, and punctuation at a level equivalent to that used in writing or adjusting written materials normally consisting of simple sentence structures, one and two syllable words, and punctuation marks for word, number, and sentence separation.
• Knowledge of standard office procedures, practices, conduct, and actions necessary in maintaining harmonious working relationships.
• Knowledge of the techniques applied in using the English dictionary.
• Knowledge of procedures and practices such as the types, organization, and use of standard office files, logs, forms, and letter formats.
• Knowledge of intermediate arithmetic which involves calculations similar to adding and subtracting common fractions; and multiplying and dividing by two or more digits, whole numbers, or decimal multipliers and divisors.
• Ability to understand and follow oral and written instructions which explain multifaceted procedures.
• Ability to perform within processing procedures which involve an understanding of multiple aspects and application of varied standards.
• Ability to proofread information for conformance with a prescribed pattern or form, to assure the adherence to clerical office methods, or for compliance with specific administrative or procedural rules.
• Ability to transfer information and present it in a modified form according to rules and procedures.
• Ability to collect and organize material for reports by determining what available information should be in included and presenting the information in an organized format.
• Ability to compose straightforward, informational correspondence such as transmittals or acknowledgements in reply to requests or questions on the work process or related information.
• Ability to perform basic arithmetic calculations such as the adding and subtracting of whole numbers and decimals; and multiplying and dividing by one digit whole number or decimal multipliers and divisors.
• Ability to organize work and develop effective work methods in an area which involves variable phases of different techniques and procedures.
• Ability to make duty oriented decisions on the basis of well-defined standards and precedents.
• Ability to operate office and mail processing machines such as the adding machine, photocopier, and postage meter.