Clerk Typist

The Clerk Typist II position is responsible for answering phones/reception, filing and other office duties.

• The duties performed are diversified and requires a good knowledge of the agency. This individual must have a good background in the use of filing procedures, punctuation and grammar, must be a competent typist and possess basic knowledge of computer programs such as Word.
• Creation and organization of case files. Maintains a card file and filing system in the visitation center file room. Maintains security of files by monitoring when files are signed out and returned by staff. Eliminates duplicate paperwork from file.
• Expungement of files on an ongoing basis.
• Reception coverage for the building involving greeting consumers, staff, and providers in a prompt and courteous manner and connecting them with appropriate staff. Telephone coverage at reception.
• Type letters and reports from handwritten, typed, and dictated sources. Proofread materials to ensure information is grammatically correct, completes and adheres to agency rules and regulations.
• Create cases and enter data into CAPS and other systems as requested, including contact sheets and other reports in CAPS.
• Operation of copier, printer, and other devices as needed to assist casework staff in copying, printing, or any production of documents. Responding to record request and discovery requests by copying and/or scanning documents.
• Maintenance of the visitation/ appointment schedule.
• Ensure copier, fax, and printers are maintained with ink and toner. Ensure supplies are stocked (ie paper, pens, staples, clips, etc.)
• Assist with transporting mail or files from building to building securely.
• Enter data into CPS log as requested.
• As the need is presented, this position may require the performance of other related job duties.

• 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 the required care and maintenance of a typewriter.
• 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 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.
• Skill in using a typewriter console at a minimum speed rate of 40 words per minute. Ability to learn the use of specialized typewriters.
• Ability to learn the use of a magnetic transcriber.
• 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 included and presenting the information in a prescribed, 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 instruct and advise clerical employees on the methods and procedures used in the work area
• Ability to organize work and develop effective work methods in an area which involves variable phases of different techniques and procedures.

Applicants must meet one (or more) of the following method(s) to be considered for this vacancy:

• Seniority Promotion:
  Bidding employees within the designated seniority unit when collective bargaining unit obligation(s) have been met then the following recruitment methods may be…