Location - Project LINK CLASS SUMMARY: Manages clerical and administrative functions in a large agency office, supervises subordinate clerical employees. Personally provides clerical support to site manager and staff. DISTINGUISHING ELEMENTS OF THE CLASS: I. IMPACT: The quality, timeliness and productivity of the clerical and/or administrative functions of the office are impacted by the incumbent's execution of the duties. The public image of the office, particularly concerning service to the client or accuracy of records and reporting submitted to external parties is immediately affected by the work of this class. Procedural adjustments made by the incumbent would impact the operations of the site clerical office and personnel. The work may involve supervising and coordinating direct clerical services related to clients, which may have a direct impact on the timeliness of services and care rendered to the client (e.g. processing intakes, scheduling appointments). II. LATITUDE: On-going work is performed independently subject to the periodic consultation and review by the supervisor. Work is performed in accordance with established and detailed procedure and policy, however, the incumbent must exercise independent judgment in the resolution of administrative matters or balancing of conflicting work priorities. III. RESPONSIBILITY FOR THE WORK OF OTHERS: Supervision is exercised over office staff ranging from one (1) to several clerical positions. IV. INTERPERSONAL CONTACTS: Incumbent regularly interfaces with individual clients and their families, as well as internal and external agency personnel such as: agency administration, agency satellite offices, judicial and city officials, social service agencies, police departments, and school divisions. V. DIFFICULTY: Work requires accuracy and attention to detail, often under stressful situations and/or work constraints. Work involves the prioritization and coordination of multiple clerical/administrative functions on which subsequent direct care is coordinated. Work involves the preparation of very detailed and lengthy correspondence, records, charts, and other technical documentation. The incumbent may be called upon to deal directly with difficult clients involved in administrative processing. Work involves the preparation of statistical or financial records and reports. The incumbent is responsible for maintaining staff schedules, office coverage’s and resolving personnel matters. VI. COMMUNICATIONS: Work involves continual oral and written communications and reports with agency staff, clients, external agencies, and the general public. VII. EQUIPMENT/FACILITIES RESPONSIBILITY: Incumbent utilizes the computer, telephone, fax machine, typewriter, copier, and other common office equipment. The incumbent oversees the reporting of maintenance needs and the securing of facility spaces and equipment. VIII. WORKING CONDITIONS: Work is performed in a program or office environment involving the regular interaction with clients, some of whom may be unhealthy or present hostile or aggressive behaviors and a risk of personal harm. IX. KNOWLEDGE, SKILLS AND ABILITIES (KSA'S): Thorough knowledge of the services and functions of the program to which assigned. Thorough knowledge of standard office practices and procedures, equipment, and secretarial techniques. Thorough knowledge of business arithmetic and English. Thorough knowledge of agency policy and procedure governing the program to which assigned. Thorough knowledge of common office computer software. Thorough knowledge of the terminology related to the work of the program to which assigned. Ability to type at a rapid rate of speed. Ability to communicate effectively and prepare related documentation. Ability to plan, supervise, and evaluate the work of subordinates. Ability to establish and maintain record/file systems and documents and prepare related reports. Ability to establish effective working relationships with others. Ability to prioritize work in accordance with program goals and objectives. Ability to investigate administrative/procedural problems and initiate solutions. X. LICENSURE: None required. XI. PRINCIPAL DUTIES AND RESPONSIBILITIES OF CLASS (ILLUSTRATIVE ONLY): Coordinates, supervises, and personally performs office clerical functions such as typing, answering calls, scheduling appointments, prepares and maintains client and related records, etc. Schedules, plans and supervises other clerical staff. Enforces agency policies and procedures relevant to clerical and administrative functions. Orders and maintains inventories of supplies. Provides for the maintenance of office equipment. Proofs outgoing correspondence, records and other documentation. Provides clerical and administrative support to supervisor including drafting and typing of correspondence, prepares routine statistical and financial reports, screening mail, callers and visitors and initiating replies or referrals, scheduling appointments and coordinating meetings etc. Supervises the preparation and/or prepares technical records and reports. Drafts administrative/clerical policy and procedure revisions. Backs-up subordinate clerical staff in their absence. Prepares financial records, check requests, invoices, petty cash accounts, etc. Attends meetings, takes and distributes minutes and maintains related files. Maintains office correspondence files. Does related work as required. XII. PHYSICAL REQUIREMENTS: Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a, personal computer, calculator, copier, and fax machine. No significant standing, walking, moving, climbing, carrying, bending, kneeling, crawling, reaching, and handling, pushing, and pulling. Hampton-Newport News Community Services Board is an Equal Opportunity Employer |
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