Administrative Clerk

Administrative Clerk
Step A  $17.16 - $21.69

DEFINITION
To perform a variety of advanced level administrative support duties for an assigned department; to perform receptionist duties, greet visitors and provide information to the public; to perform administrative support duties for management and professional staff including assisting with the research and gathering of information, preparation of correspondence, and maintenance of files.

SUPERVISION RECEIVED AND EXERCISED
Receives direct supervision from assigned manager/supervisor. May receive general supervision from other personnel as assigned. 

EXAMPLES OF ESSENTIAL DUTIES
Duties may include, but are not limited to, the following:

• Reliable and dependable attendance and punctuality.
• Receive, open, and process incoming mail; process outgoing mail.
• Receive and process a variety of documents and transmittals, including, but not limited to citations, development submittals, and requests for information.
• Research information and prepare staff reports and resolutions for public hearings.
• Prepare and maintain various databases; track a variety of information and projects.
• Perform administrative duties including greeting members of the public, answering the telephone, and providing routine information in regards to City’s policies and regulations.
• Provide administrative support to department staff; make copies of documents as needed; handle correspondence by typing memoranda, letters and reports as required; distribute correspondence.
• Answer routine requests for information from public and city employees.
• Maintain a variety of files, forms and miscellaneous documents and materials.
• Type a wide variety of material from rough draft copy, notes, or verbal instructions.
• Operate computer systems and other business machines such as calculator, copier, fax machine, etc.
• Prepare, maintain and file a variety of letters, reports and miscellaneous material.
• Maintain and process a variety of confidential and public records.
• Maintain a safe and effective work place.
• Develop and prepare special reports and create forms.
• Assist with special projects, as assigned.
• Maintain and restock office supplies.
• Perform other related duties as assigned.

Knowledge of:

• Modern office procedures, methods and computer equipment.
• Basic mathematical calculations.
• English usage including spelling, punctuation and grammar.
• Principles and practices of customer service.

Ability to:

• Learn to perform a variety of administrative support activities.
• On a continuous basis, sit at desk and/or stand at counter for long periods of time. Intermittently twist and reach office equipment; write and use keyboard to communicate through written means; run errands; lift or carry weight of 10 pounds or less.
• Understand and follow oral and written instructions.
• Hear and understand telephone communications.
• Learn to operate a personal computer for data entry, inquiry, and report generation.
• Maintain confidentiality of a wide range of sensitive information.
• Make accurate mathematical calculations.
• Communicate clearly and concisely, both orally and in writing.
• Exercise independent judgment and work with minimum supervision.

MINIMUM QUALIFICATIONS

• Must be age eighteen (18) by date of application.
• Equivalent to completion of the twelfth grade.
• Possession of a valid California Class C driver's license.