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Job Description

Detailed information on the job is provided below.

The job description does not necessarily include all the duties which may be required of individual employees in the classification. Job descriptions may be revised as needed.

Clerk IV
The fundamental reason this classification exists is to perform responsible clerical and administrative support to executive level and senior managers. Employees in this class perform a full range of general and specialized clerical procedures and also provide direct assistance to managers in a variety of administrative functions. The Clerk IV typically supports a department head in a medium to small sized department or a manager or supervisor in a large division. Work requires knowledge of office procedures and appropriate knowledge skills in area of specialization and, in some cases, supervisory skills. The essential functions are: performs general clerical duties; processes and/or supervises the preparation of weekly/bi-weekly payroll; provides a variety of secretarial and administrative duties in support of supervisors; prepares and edits correspondence, reports and other documents; performs bookkeeping duties; performs customer service or receptionist duties; enters data into a computer; performs purchasing activities; organizes and records data and maintains filing systems; processes personnel actions; processes incoming/outgoing mail; performs technical or departmental specific duties; serves as a lead worker to employees; and performs budget maintenance duties. This class is distinguished from (lower level clerical positions) Clerk III by the scope of administrative responsibility, the difficulty and variety of assignments. The typical Clerk IV interprets policies and procedures to make decisions, requires little or no supervision and handles highly confidential information. It is distinguished from the administrative secretary by the more limited opportunity to use initiative in coordinating office work and handling routine administrative assignments. Employee is typically supervised by executive level and/or senior managers.
The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. The list of essential functions is to be used as a starting point to determine essential functions for a specific position at a specific location at a specific time. The ADA was intended to be applied on a case-by-case basis with the understanding that one position may differ from another similar position. The performance of non-essential functions is not optional for employees not covered under the ADA.

ESSENTIAL FUNCTION: Performs general clerical duties using computer, calculator, copier, telephone, various forms, documents, and reference sources following departmental policies and procedures in order to provide support functions to assigned departments.

Copies documents using a photocopier.
Faxes documents using a fax machine.
Performs light maintenance on office equipment.
Prepares and responds to e-mails and mail on internal electronic communication systems such as NetHail and SnapMail.
Assists in completing work of absent employees.
Answers and routes calls and takes messages.
Collates pages, gathers information, and/or assembles booklets and reports.
Copies or transfers information from one written source to another.
Calculates, checks, and/or records numerical information using basic arithmetic and/or a calculator.
Computes numerical averages, percentages, and/or fractional amounts using arithmetic and/or a calculator.
Posts information into log books or computerized lists in order to track information.
Reads information from various sources to gain knowledge and perform assigned job tasks.
Follows written and oral instructions in order to accomplish assignments.
Schedules and manages job activities to include setting priorities and organizing job responsibilities in order to meet deadlines.

ESSENTIAL FUNCTION: Processes and/or supervises the preparation of weekly/bi-weekly payroll using time sheets/cards, duty roster, leave forms, overtime certification, calculator, computer, and AS400 following departmental policies and procedures in order to calculate, record and report all employees leave used and time earned for a given pay period.

Reviews daily sign-in, time sheets, leave slips and overtime certification for completeness and accuracy.
Monitors employees clock-in times, verifies permission for tardiness, and/or reprimands for lateness.
Calculates overtime.
Enters leave time on department calendar.
Collects and verifies completeness of daily time sheets along with leave slips and overtime approval forms.
Contacts supervisors for needed personnel paperwork and/or to correct any discrepancies.
Prepares weekly/biweekly payroll including calculation of all leave taken, leave accrued, overtime accrued and preparation of overtime certifications.
Completes work sheet to include leave taken, overtime accrued, work hours, total pay hours, hazardous duty pay and special notations such as Leave without Pay, Merit Increases, etc.
Processes leave for sick leave banks by initiating requests, deleting leave from donor's account and adding to recipients account.
Verifies Payroll Certification Report for accuracy and submits memo indicating any corrections needed to be made regarding employee leave, pay, etc.
Maintains leave register sheet for each employee to include leave taken, leave accrued, and balances of all leave and relates to employees.
Receives checks on payday and verifies correct number of checks for staff, sorts and distributes check/deposit slip.
Contacts payroll office concerning missing or misrouted checks.
Obtains employee approval to release pay check to another person.

ESSENTIAL FUNCTION: Provides a variety of secretarial and administrative duties in support of supervisors using computer, fax, copier, tape recorder, telephone, Internet, appointment calendar, and fax following departmental rules and regulations in order to support and assist the activities of supervisors.

Screens calls and visitors, ascertains nature of business and relays information to supervisor or appropriate person.
Interprets and explains regulations, procedures, policies, rules, and precedents in response to inquiries and complaints from the public, staff, representatives of other organizations, and others.
Maintains a computerized or hard copy calendar of appointments for supervisor to include scheduling, coordinating and canceling meetings or special events.
Coordinates arrangements for and schedules meetings, conferences, travel and other events for supervisor.
Completes travel forms/voucher for supervisor.
Attends meetings to include staff meetings, department hearings, and review boards to take minutes and/or represent the supervisor in the absence of supervisor.
Maintains professional membership license for supervisor by completing applications, sending payment, and monitoring renewal dates.
Signs for supervisor in his/her absence or uses signature stamp when authorized to do so.
Maintains in-box/out-box by sorting and prioritizing mail, messages, and documents for supervisor.
Researches, compiles and organizes information and data from various sources to obtain information needed by the supervisor.
Exchanges information by telephone or fax to answer questions, handle complaints or provide information.
Receives formal employee complaints and refers to supervisor.
Conducts research to prepare supervisor for meeting.
Locates/reserves meeting places/spaces.
Schedules meetings, place and time.
Sets up room and/or equipment for meetings.
Prepares, copies, and distributes agenda packets, forms, reports, schedules, and various other correspondence.
Sends out reminders for meetings.
Contacts meeting attendees to verify attendance.
Obtains refreshments (water, coffee, sodas, etc.).

ESSENTIAL FUNCTION: Prepares and edits correspondence, reports and other documents using a typewriter and/or word processing software following department policies and procedures in order to process documents and information.

Completes pre-printed forms and form letters such as personnel action and counseling forms.
Takes dictation using shorthand, Dictaphone, or by using a transcription machine in order to record information for letters, memoranda, and other documents.
Prepares letters, memos, forms, documents, and reports using typewriter and/or computer.
Composes correspondence from dictation, written or oral instruction for signature.
Edits/proofreads documents, letters, and reports to detect errors.
Compiles or researches information needed to complete documents and reports.
Creates templates for forms, form letters, contracts, spreadsheets, etc.
Transcribes information from a Dictaphone.
Formats correspondence, reports, etc.
Prepares and formats tables, charts, and/or graphs in order to present and summarize report data.
Composes correspondence with little or no instructions.

ESSENTIAL FUNCTION: Performs bookkeeping duties using personal computer, AS400, checks, check registers, deposit slips, invoices, and receipt book following departmental policies and procedures in order to document financial activities.

Creates invoices for services rendered by calculating money owed and typing invoice.
Receives money for services or materials rendered.
Counts and balances money.
Issues receipts.
Prepares deposits.
Maintains petty cash fund.

ESSENTIAL FUNCTION: Performs customer service or receptionist duties using a telephone, computer, fax, copier, general office equipment following departmental policies and procedures as needed to assist the public with issues related to assigned department and/or duties.

Receives calls requesting departmental services or re-routes to appropriate department.
Researches and gives departmental information and answers questions.
Deals with irate persons in person and over the phone.
Resolves customer complaints regarding merchandise/services and price.

ESSENTIAL FUNCTION: Enters data into a computer database and/or spreadsheets using department policies and procedures in order to compile and process documents and information.

Researches and retrieves information from forms, records, reports, and/or other sources.
Modifies and/or deletes information in computer databases and/or spreadsheet.
Sets up spreadsheets including calculations using spreadsheet software which may include using formulas.
Edits and/or checks information entered in order to ensure accuracy.
Enters data accurately and quickly from forms and other sources into computer databases in order to produce a computerized report or record.

ESSENTIAL FUNCTION: Performs purchasing activities using a personal computer, AS400, requisitions, material receipts, purchase orders, and invoices, following departmental policies and procedures in order to ensure necessary supplies and materials are available and to document purchasing activities.

Types requisitions, Special Pay Authorizations, and purchase orders for services, supplies and equipment and submits to appropriate finance office.
Orders/Purchases supplies from warehouse, supply room, catalog, and/or vendors.
Purchases supplies using petty cash fund, voucher or check.
Calculates refunds and prepares Special Pay Authorizations for payment.
Obtains price quotes for services and supplies and makes recommendations on which vendor to use.
Receives and distributes incoming supplies.
Verifies orders received using material receipt.
Maintains inventory on items, supplies, uniforms, equipment, vehicles, and other tangibles.

ESSENTIAL FUNCTION: Organizes and records data and maintains filing systems using a computer, scanner, camera, and microfiche following departmental guidelines, rules and regulations and retention schedules in order to maintain records of departmental activities and to ensure security and timely access to office files and records.

Creates new files by checking to ensure that an appropriate file does not already exist.
Maintains database for lists and records of information.
Maintains confidentiality of files by locking doors and filing cabinets, using passwords on documents, or creating documents that are read-only.
Creates computerized files and sub-files to organize documents.
Files and retrieves correspondence, forms, microfiche and other related documentation alphabetically, numerically, chronologically or other means and retrieves information upon request.
Purges records and files, labels, catalogs and places and/or forwards to storage.
Archives computerized files using a Zip disk.
Destroys old records/files by shredding or coordinates the destruction of the records or files.

ESSENTIAL FUNCTION: Processes personnel actions using computer, copier, telephone, policy and procedure manual, employee handbook, and personnel forms following city, county and federal employee laws and regulations and departmental policies and procedures in order to assist in the hiring and terminating of employees.

Schedules qualified applicants for interview.
Interviews or participates in the interview process.
Notifies applicants regarding interview.
Completes position fill request forms.
Completes appropriate forms to activate new employee and forwards to payroll.
Schedules time for employees to attend drug screening.
Conducts new employee orientation to include distributing new employee information, completing personnel action forms and reviewing department policies and procedures.
Ensures employees receive updates to policy and procedure manuals.
Interviews employees to complete First Report of Injury form for Worker Compensation claims.
Completes paperwork needed to document and coordinate worker's compensation claim.
Maintains worker compensation forms such as First Report of Injury reports.
Creates personnel files for new employee.
Coordinates department effort to ensure employees are insurable to drive department vehicle.
Prepares forms for personnel actions such as resignations, dismissals, disciplinary actions, promotions, pay increases, Family and Medical Leave Act (FMLA) documentation, and Leave without Pay.
Ensures proper leave is charged to the employee, i.e., FMLA or Worker Compensation, and monitors to ensure accuracy.
Completes employee accident reports.

ESSENTIAL FUNCTION: Processes incoming/outgoing mail using date stamps, postage meter, and mail opener following department policies and procedures in order to ensure mail is properly prepared and distributed.

Opens, logs, sorts, and/or distributes incoming mail to appropriate staff.
Picks up/delivers mail to mail room or post office.
Prepares packages for and coordinates pick-up of delivery service.
Purchases stamps and maintains inventory.
Prepares bulk mailing which may include making copies, stuffing, sealing and/or sorting.
Prepares certified mail.

ESSENTIAL FUNCTION: Performs technical or departmental specific duties using computer, telephone, copier, fax, and general office equipment following departmental policies and procedures as needed to provide services and programs to internal and external customers.

Classifies, codes, and posts information to standardized forms specifically related to assigned department.
Checks, examines, and corrects forms specifically related to assigned department in order to ensure rules were followed before documents submission and processing.
Processes applications and /or requests for program services.
Researches technical questions and issues by reviewing files, statistical data, etc. by talking to experts and reading various materials.
Prepares reports regarding department specific information.
Reads procedures, rules, regulations, and policies in order to maintain an increased knowledge of the assigned area.
Assists with special events sponsored by the department such as fund raisers, festivals, educational exhibits, sporting events, examination administrations, etc.

ESSENTIAL FUNCTION: Serves as a lead worker to employees following departmental policies and procedures in order to ensure the effective performance of fellow employees.

Assigns and prioritizes tasks to employees.
Monitors performance and provides feedback to fellow employees on an ongoing basis.
Observes job performance.
Demonstrates clerical methods and procedures in order to train employees to perform their tasks.
Handles the more complex and technical problems and customer inquiries in the work unit.
Ensures that department management is informed of critical issues or other emergencies.
Provides input on employee performance evaluations and disciplinary actions.
Handles the day-to-day scheduling of employee breaks, work periods, and coverage of work stations or public counters.

ESSENTIAL FUNCTION: Performs budget maintenance duties using computer, telephone, and calculator following departmental policies and procedures in order to assist in the maintenance of the departmental budget.

Enters or types budget information into computer based on supervisor's notes or input.
Compiles and maintains budget forms.
Estimates amounts used from various accounts for current year and projects amounts for next budget year.
Monitors past and present expenditures using a spreadsheet to ensure adequate funds.
Types budget requests.
Knowledge of data entry operations with reference to speed and accuracy.

Knowledge of procedures and codes used to enter, change or delete computer data or information.

Knowledge of procedures and codes to enter, change or delete computerized information.

Knowledge of computer program or format required for use with various types of data.

Knowledge of rules of grammar and punctuation.

Knowledge of procedures and sequence of activities used to locate and obtain copies of
lost or missing files, documents or information.

Knowledge of factors which have an effect upon work assignments completion time.

Knowledge of personal standards regarding dress, language, personal hygiene, attendance and expressed attitudes toward co-workers or people associated with the organization.

Knowledge of what information should be considered confidential.

Knowledge of the restrictions and proprietary standards regarding discussion of organization operations, plans, problems or relationships with other organizations.

Knowledge of norms of courtesy and etiquette in relation with the public and co-workers.

Knowledge of procedures used to credit or debit accounts based on activity in area of responsibility.

Knowledge of procedures used to post general ledger entries.

Knowledge of standard bookkeeping and accounting principles and procedures.

Knowledge of procedures for handling time cards and preparing payroll records and documentation.

Knowledge of requirements, procedures and schedules for reporting business or operational information to regulatory agencies.

Knowledge of required forms for obtaining and processing applicant or employee information.

Knowledge of provisions or organization policies regarding wage and salary administration.
Knowledge of policies and regulations concerning the collection, recording and dissemination of personnel data.

Knowledge of the policies and procedures regarding selection, promotion, transfer, disciplining or discharge of employees.

Knowledge of procedures to resolve errors in the transfer of funds.

Knowledge of procedures used to transfer funds to and from accounts.

Knowledge of bank deposit and fund transfer procedures.

Skill in use of a calculator to perform arithmetic operations.

Skill in performing key entry of alpha or numeric material.

Skill in entering numerical or coded data into computer using keyboard operations.

Skill in operating computer peripherals such as printers, tape and disc drives, etc.

Skill in accurately making cash transactions to include making change for cash payments.

Skill in expressing apologies or explanations for the inconveniences of others.

Skill in the application of timing, tact and discretion in communicating business related information.

Skill in typing from manuscript, draft copies, voice recordings, or diction.

Skill in operating word processing equipment (e.g., electric typewriter, or desk-top computer).

Skill in recording dictation of letters or memos using shorthand, speed writing or stenographic machine.

Skill in recording the proceedings or minutes of meetings or conferences with multiple speakers using shorthand, speed writing or stenotype machine.

Ability to accurately recognize and recall a series of numbers (e.g., telephone numbers, zip codes or account codes).

Ability to transcribe numerical information from one document to another.

Ability to detect errors or discrepancies in the entry of records, posting data, or other log entries.
Ability to focus attention on work assignments or responsibilities in a distracting environment.

Ability to operate computer text and data entry, retrieval terminals and peripheral equipment.

Ability to locate documents and file documents in appropriate location.

Ability to combine information from multiple sources into a final report.

Ability to detect errors in grammar, punctuation or omissions through proofing letters, reports forms, table, or codes.

Ability to spell commonly used English words and business and legal terms.

Ability to detect and correct arithmetic errors.

Ability to perform simple arithmetic calculations (adding, subtracting, multiplying, dividing).

Ability to detect errors or discrepancies in the entry of records, posting data, or other log entries.

Ability to trace sources of errors resulting from multiple possible origins.

Ability to use a variety of sources to research information to complete a project or file.

Ability to integrate information from several sources to arrive at and support a conclusion or recommendation.

Ability to distinguish between problems which can be resolved through routine procedures from those which require specialized response or attention of other persons.

Ability to adjust schedules to reflect changing situations, requirements or priorities.

Ability to recognize the impact of what other employees are doing upon one's own area of responsibility.

Ability to follow through on specific problems or programs, and maintain a continuous level of emphasis until completion.

Ability to maintain complex clerical records and prepare reports for such records.

Ability to plan and conduct multiple activities within a specified time frame to ensure goal or deadline achievement.
Ability to evaluate and choose between conflicting alternatives based on partial or incomplete information.

Ability to adjust project schedules or work assignments in response to changes in conditions or priorities.

Ability to schedule and manage job activities, i.e., to set activity priorities, sequence, and to maintain time perspectives.

Ability to maintain attention and pace of work activities when performing repetitive tasks or when confronted by distractions, competing requirements or persons.

Ability to maintain or project a positive image in face-to-face conversations as well as in telephone conversations.

Ability to calmly, politely and firmly handle unsolicited communications from disturbed individuals.

Ability to predict the reaction of others to information, events or conditions.

Ability to tactfully answer customer or employee questions, suggestions or complaints.

Ability to maintain an appearance of calmness or composure in dealing with unsatisfied or angry individuals or associates.

Ability to negotiate priorities with individuals in the organization.

Ability to work without close supervision.

Ability to interpret and implement instructions issued by management.

Ability to work effectively with others in close or stressful situations.

Ability to identify, accommodate and adapt to the conditions and circumstances of the work, the organization, rules and regulations and the relationship with other people to
maintain a smooth running and efficient organization.

Ability to read simple instructions or information, such as work orders, work assignments, CRT screen instructions or descriptive material on containers.

Ability to read detailed instruction, such as maintenance manuals, equipment information or trade textbooks in order to troubleshoot/service/repair equipment.

Ability to read complex material, such as technical handbooks, specifications and standards, or technical literature.
Ability to read and comprehend professional journals and legal publications and to apply concepts, policies and procedures to work activities.

Ability to read computer print-outs or other numerical material.

Ability to read and interpret computer language, such as commands, codes and instructions.

Ability to follow established sequence of written procedures for start-up and operation of various types of production equipment.

Ability to process large sums of money and make a variety of cost computations.

Ability to explain and demonstrate work procedures to others.

Ability to use spoken language to communicate information or ideas to answer a co-worker's questions or request.

Ability to provide routine spoken status reports or progress reports to supervisor or others in person, by telephone or by radio.

Ability to convey information in a concise fashion without loss of necessary detail.

Ability to explain insurance plan, retirement plan coverage, employee benefits and policies to others.

Ability to understand the spoken English language in individual words and sentences, to understand a co-worker's request or instruction.

Ability to coordinate work with co-workers through conversation/discussion where effectiveness depends on understanding others.

Ability to understand spoken instructions or work procedures provided by supervisor or others.

Ability to participate in group meetings or training sessions where effectiveness depends on understanding others.

Ability to identify the important points of information from spoken content.

Ability to obtain information through personnel interviews or personal conversations.
High School Diploma or G.E.D. equivalence. Three years of progressively responsible clerical/administrative experience or an equivalent combination of education and experience. Must have passed, or be able to pass a typing test given by a state-operated Career Center. Test score must be 37 words per minute net with a maximum of 12 errors. Typing proficiency must be received no later than 5:00 p.m., August 5, 2014.
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