Clerical Assistant

Position: Clerical Assistant 2
Duties:

• Prepare correspondence, maintaining reference and resource materials and updating files, forms, and reports.

• Prepare a variety of periodic statistical, informational and /or work activity reports.

• Compute and record information, such as records or reports.

• Accurately maintain and organize office files.

• Properly sort and deliver mail.

• Prepare information and take notes for meetings as needed.

• Direct incoming correspondence to the appropriate individual.

• Completes data entry and prepares reports in Excel on a variety of processes.

Skills Required:

• General knowledge of office administration functions.

• Specialized knowledge of the procedures involved in applying policies, programs and activities of the department as well as working knowledge of other related agency programs and other departments within the same agency.

• Specialized knowledge of available records and resource material and an ability to trace required information.

• Basic knowledge of computer procedures.

• Ability to effectively communicate.

• Ability to pay attention to details and prioritize work.

• Ability to establish cooperative work relationships.

• Knowledge of and ability to use Microsoft Office to include Word, Excel, PowerPoint, and Outlook.

Difficulty of Work:

• Your work will be within generally accepted management guidelines on intricate administrative or procedural guidelines.

• Guidelines are complex and interrelated with agency mission, budget and/or public relations.

• Your work involves standardized operations requiring application of pertinent agency policies, laws, and regulations to specific varying cases.

Responsibility:

• You will exercise independent judgement in functioning as sole technical support position within a specialized area.

• This individual makes decisions and uses judgement in solving problems and in determining procedures for unusual cases.

• Due to the high degree of independence, the clerical assistant is responsible for accuracy or records, files, forms, reports, and technical information disseminated: therefore, errors in work or faulty judgment can cause substantial embarrassment and delay both in the agency and in other agencies.

• Specific tasks and functions are not reviewed: however, work is reviewed in terms of overall efficiency and smoothness of operations.