Clerk - Personnel Department Grade 12 Salary:$39,208.00 ($18.85 hr) -$42,432.00 (20.40 hr) Supervisor: Director Of Personnel - Kenneth Carter PURPOSE OF CLASSIFICATION The purpose of this classification is to perform general office duties and clerical work in support of personnel departmental activities and operations. + ESSENTIAL FUNCTIONS The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. + Greets visitors; ascertains nature of business; assists and/or directs visitors to appropriate person; may escort visitors within department/facility as appropriate. + Provides administrative assistance to the Director of Personnel. + Answers the telephone; provides information and assistance; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary. + Performs customer service functions; provides general assistance and information related to departmental procedures, services, fees, forms, or other issues; responds to routine questions, complaints or requests for service. + Receives monies in payment of departmental fees or services; records transactions; issues receipts; forwards revenues as appropriate. + Processes a variety of documentation associated with departmental operations, per established procedures and within designated timeframes; distributes documentation or maintains records as appropriate. + Plans and organizes various functions and activities. + Performs as the contact for Time and Attendance software system and reviews time for accuracy. + Performs data entry functions by keying data into computer system; retrieves, reviews or modifies data in computer database. + Performs basic word processing/typing functions to prepare routine correspondence, forms, reports and other documents via computer and/or typewriter. + Receives various forms, correspondence and other documentation; reviews, responds, forwards, maintains, and/or takes other action as appropriate. + Receives, opens and distributes incoming mail; prepares outgoing mail. + Copies and distributes correspondence, memoranda, reports, and other related materials. + Initiates/receives facsimile transmission of documents via facsimile machine. + Prepares departmental files; sorts/organizes documents to be filed; files documents in designated order; locates/removes files; maintains file system of departmental records. + Maintains inventory of departmental supplies; initiates orders for new or replacement materials in addition to maintain the copier machine. + May perform basic bookkeeping functions, such as preparing bank deposits, balancing accounts, issuing checks, and maintaining account records, to include invoice reconciliation. ADDITIONAL FUNCTIONS Performs other related duties as required. KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of standard office practices and procedures; knowledge of use of business English, grammar, punctuation, spelling and formatting of business correspondence; knowledge of filing and recordkeeping methods; knowledge of basic mathematics; knowledge of standard office equipment; knowledge of basic computer applications and techniques; and knowledge of clerical activities related to departmental programs and operations. Skill in performing general clerical work functions; skill in operating standard office equipment; skill in typing and data entry; and skill in utilizing various computer software programs relevant to the position. Proficient in Microsoft Office software such as (Word, Excel, PowerPoint, Publisher). Ability to understand departmental policies, procedures, rules and regulations; ability to perform clerical operations involving transactions requiring effective accountability and accurate records; ability to organize work activities and establish priorities; ability to understand and follow detailed written and oral instructions; ability to communicate effectively both orally and in writing; ability to establish and maintain effective working relationships with employees, other agencies, and the general public; ability to establish and maintain effective filing systems; ability to perform required mathematical calculations; ability to operate standard office equipment; ability to type accurately with appropriate speed; ability to perform data entry accurately and with appropriate speed; and ability to utilize various computer software programs relevant to the position. Must be able to keep all information confidential and treat everything as confidential and sensitive in nature. MINIMUM QUALIFICATIONS High school diploma or GED required, supplemented by courses in business, computer, and typing skills; six months of experience in general administrative assistant work or a related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. MINIMUM REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS PHYSICAL REQUIREMENTS: Must be able to operate a variety of automated office equipment including a computer, printer, typewriter, copy machine, facsimile machine, calculator and telephone. Physical demand requirements are at levels of those for light work. DATA COMPREHENSION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things which may include forms, reports, maps, photographs, policy manuals and procedural manuals. INTERPERSONAL COMMUNICATION: Requires the ability to speak with and/or signal people to convey or exchange administrative, legal or financial information, including giving assignments and/or directions to co-workers or assistants as well as communicating with the general public. LANGUAGE ABILITY: Requires ability to read a variety of administrative, legal or financial documentation, directions, instructions, and methods and procedures. Requires the ability to complete forms and to write job related documentation and reports with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice. INTELLIGENCE: Requires the ability to learn and understand relatively basic clerical principles and techniques; to understand departmental policies and procedures; to make independent judgments in absence of supervision; and to acquire and be able to expound on knowledge of topics related to primary occupation. VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow verbal and written instructions. NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide totals; determine percentages; and determine time and weight. FORM/SPATIAL APTITUDE: Requires the ability to visually inspect items for proper length, width, and shape using job related equipment. MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in using automated office equipment. MANUAL DEXTERITY: Requires the ability to handle a variety of items, automated office equipment, control knobs, switches, etc. Must have the ability to use one hand for twisting motion or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination. COLOR DIFFERENTIATION: May require the ability to discern color. INTERPERSONAL TEMPERAMENT: Requires the ability to deal with and relate to people beyond giving and receiving instructions. Must be able to adapt to and perform under minimal stress when confronted with an emergency. PHYSICAL COMMUNICATION: Requires the ability to talk, express, or exchange ideas by means of spoken words and/or hear and perceive nature of sounds by ear.