Job Descriptions

DEFINITION

To perform a wide variety of general clerical and administrative duties in assigned department; maintain records; type reports, memorandums, correspondence and other documents; may perform specialized administrative support duties for the department. This position is assigned to the Miscellaneous bargaining unit for labor relations purposes and is subject to overtime assignments.

DISTINGUISHING CHARACTERISTICS

This is the entry-level general clerical classification within the City. This class is distinguished from the Office Assistant II in that work is generally routine, repetitive and more basic duties are performed according to established procedures and changes; and procedures or exceptions to rules are explained in detail as they arise. The incumbents of the class would lack a complete knowledge of departmental procedures and precedents and not yet be able to perform the full range of duties assigned to the journey level without immediate supervision.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by the Department Director, other professional level position, or lead clerical staff member.

ESSENTIAL FUNCTIONS ‑ Duties may include, but are not limited to the following:

• Type and proofread a variety of documents including reports, memos and statistical charts from rough draft, forms, copy, notes
• Perform a wide variety of routine clerical work including filing, billing and checking and recording information on records
• Compile information and data for statistical and financial reports
• Maintain a variety of statistical records; check and tabulate statistical data
• May monitor budget accounts as directed
• Maintain personnel and payroll records of departmental personnel; process a variety of forms to initiate changes in records
• Maintain inventory records; process purchase requisitions; maintain purchase records; resolve errors in orders received and invoices
• Operate adding machine and other office equipment
• Order office supplies; submit expense claims
• Act as receptionist; answer the telephone and wait on the general public, giving information on department policies and procedures as required
• Sort and file documents and records, maintaining alphabetical index and cross‑reference files
• Receive, sort and distribute incoming and outgoing correspondence
• Schedule appointments and various meetings
• Issue, receive, type and process various applications, permits and other forms
• May receive incoming telephone and voice radio calls, secure and record information and use radio to dispatch necessary City services; keep radio contact with City units
• Utilize personal computer for word processing and data maintenance functions
• May maintain petty cash fund; accept payment of fees; maintain and process cash records
• Perform related duties as assigned.

MINIMUM QUALIFICATIONS

Knowledge of:

• English usage, spelling, grammar and punctuation
• Basis mathematical computations
• Modern office methods, procedures and equipment
• Word processing functions.

Ability to:

• Type 45 wpm (net corrected) for those positions requiring typing and word processing
• Perform routine clerical work
• Communicate clearly and concisely, both orally and writing
• Schedule meetings and appointments
• Learn office methods, rules, policies, ordinances and resolutions
• Learn the operation of various computer software programs
• Learn to use a two-way radio
• Understand and carry out oral and written directions
• Establish and maintain effective working relationships with those contacted during the course of work
• Operate a calculator.

EXPERIENCE AND EDUCATION

Education:

One year of experience performing general clerical work.

Experience:

Possession of a High School diploma or G.E.D. Certificate.

Possession of a valid California Driver’s License in the category necessary to perform essential duties of the position may be required at the time of appointment. Maintenance of a valid California Driver’s License and proof of automobile liability insurance is a condition of continued employment.

PHYSICAL REQUIREMENTS

Maintain the following physical abilities: see well enough to read instructions, read fine print and view computer screen; hear well enough to converse on the telephone and in person; use of hands and fingers for use of computer keyboard, filing, writing and answering telephones.

Reviewed and approved: ____________________________________

Personnel Officer Date