Clerical Admin Asst II-DOL

Performs intermediate to advanced, or technically difficult clerical and administrative duties requiring frequent exercise of independent judgment. Typical responsibilities include preparation and monitoring of accounting or budget records, providing information to the public, preparing operating or statistical reports, maintaining records and databases, entering data into specialty programs, and coordinating office functions.

• Verifies and enters data into specialty or standard computer programs or databases. Maintains accuracy of information entered.
• Monitors department budget, and verifies revenues and expenses. Assists with budget preparation.
• Coordinates office operations, and establishes and implements methods and procedures for processing of documents and smooth flow of work. Tracks projects and timelines.
• Types, edits and proofs a variety of reports, forms and documents using a word processing or other computer program. Determines layout, formats, and other details. Compiles and verifies data for budget, payroll, contracts, or other statistical reports. Composes routine business correspondence and meeting minutes.
• Establishes, maintains, and updates files, lists, and records for computerized or manual record keeping systems. Searches files and records for information as needed.
• Greets and assists the public by phone or in person. Provides general or specific information within scope of authority from knowledge of established procedures and policies, or applicable laws, rules or regulations. Directs caller or visitor to appropriate individual when necessary.
• Receives and processes payments or applications after reviewing for accuracy. Performs calculations and records transactions. Issues licenses, permits, certificates, or other official authorizations.
• Provides administrative support for department or committees. Prepares agendas and supporting materials, and takes minutes. Schedules appointments and meetings, and arranges travel for staff as requested. Follows up on actions as needed.
• Prepares purchase orders, expense vouchers, and other related requisitions ensuring proper approvals and coding. Orders office supplies and equipment for the department, and maintains inventory.
• Maintains petty cash fund for department.
• Sorts and distributes mail; prepares outgoing mail.

• Provides back-up support for other department administrative positions.
• Performs other related duties as assigned.

• Knowledge of principles, practices, and techniques and related tools/equipment to accomplish the basic function of this position, including any safety and/or legal requirements. This may, but not necessarily, include specialized skills.
• Ability to multi-task, and exercise discretion and judgment to resolve routine problems.
• Knowledge and ability to use standard office software programs including email, word processing, spreadsheet, and/or database applications.
• Knowledge and ability to operate standard office equipment including a personal computer, telephone, facsimile machine, photocopier, or other equipment required for the position.
• Any equivalent combination of education and experience that provides the applicant with the required knowledge, skills, and abilities to perform this job. A typical way to obtain the knowledge and abilities would be:

Valid state driver’s license in state of residence
Specific positions may require specialized training or certification