Purpose of Classification:
The purpose of this classification is to provide routine clerical support for an assigned division or department. Work is of a routine nature and does not require prior knowledge of departmental operations.
Essential Functions:
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Serves as the receptionist or first point to contact for the public: answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; initiates and returns calls as necessary.
Provides clerical support for an assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.
Performs customer service functions; provides information/assistance regarding department/division services, activities, procedures, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution.
Receives moneys in payment of various fees/services; records transactions and issues receipts; balances revenues and forwards revenues as appropriate.
Operates fax machine to send/receive documentation; transmits faxes on behalf of department/division staff; distributes/delivers incoming faxes to appropriate personnel; replenishes paper supply in fax machine as needed.
Types/sends e-mail messages; screens incoming e-mail messages.
Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; processes outgoing mail through postage machine; processes bulk mailing projects.
Copies and distributes forms, reports, correspondence, and other documentation; Files documents for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; and retrieves/replaces files.
Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies.
Conducts routine research of department files, court/legal records, database records, hardcopy materials, Internet sites, or other sources as needed.
Types, prepares, or completes various forms, reports, correspondence, lists, receipts, work orders, or other documents.
Receives various forms, reports, correspondence, lists, newsletters, calendars, exemption applications, affidavits, legal documents, maps, catalogs, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, case management, calendar, Internet, e-mail, or other programs.
Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.
Communicates with supervisor, employees, other departments, City officials, court personnel, attorneys, vendors, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Additional Functions:
Performs other related duties as required.
|
Click here for technical assistance.
