Administrative Clerk I (PT)

Description

Summary

Process customer service-oriented transactions and performs general clerical support, data entry, and reception duties, following well-established policies, procedures, and methods. Assignments may support a variety of administrative areas.

Distinguishing Career Features

The Administrative Clerk I represents the first level in a general clerical-to-secretarial career path. Work is focused in these areas : production keyboarding and data entry, receptionist, records maintenance, cashier, file maintenance and retrieval, and routine reports. The Advancement potential exists to Administrative Clerk II and the Administrative Assistant career paths, each based on need and requiring additional specialized experience and / or education. Advancement to Administrative Clerk II requires a working knowledge of the terminology and procedures used in the area of assignment, the ability to research and extract information from commonly used databases, the ability to monitor limited scope budgets, troubleshoot problems encountered with customer service transactions, and coordinate projects of limited scope.

Requirements

Essential Duties and Responsibilities

• Receives, greets, and directs phone inquires and visitors. Determines their needs, provides a variety of routine information that prepares visitors for meetings and official proceedings, and either routes them to the appropriate resource.
• Types (keyboards) from copy or standing instructions, forms, memoranda, correspondence, and reports using established formats.
• Enters data onto established data entry screens of business transactions (e.g., cash receipts to an accounting system, payroll data, requisitions, forms, etc.). Data entry may require skill at handling private information.
• Processes business transactions such as, but not limited to invoices, cash receipts and other accounting documents. Receives and account for money paid by others for items such as, but not limited to, deposits, fees, fines, permits, and licenses.
• Sets up and maintains files. Assembles, collates and prepares materials for distribution. Posts information and documents to records.
• Screens, sorts, and distributes mail. Organizes and process special mail such as urgent deliveries, packages, and bulk mailings.
• Prepares documents and information packets from established formats such as those used for promoting or describing City services and programs, and routine communications for administrative purposes.
• Assists others with reports by locating and compiling information onto established formats and maintaining supporting records. May be required to extract data from existing databases and convert to alternate formats.
• Contacts other departments and outside agencies to locate information and / or services not provided by the department.
• Performs other duties as assigned that support the overall objective of the position.