Job Description / Essential Elements:
Under the direction of an assigned supervisor, perform a variety of clerical duties of average difficulty, involving keyboarding, filing and maintaining records and reports.
The Clerical Specialist II is distinguished from other classes in the Clerical Specialist series in that it is the experienced level required to have a working knowledge of the clerical functions, work within a framework of established procedures and perform a wide variety of clerical duties with only occasional instruction or assistance. (The Clerical Specialist I is the entry-level class required to have keyboarding skills but little or no previous clerical experience. Employees in this class work according to specific routines and under close supervision. The Clerical Specialist III classification is the advanced level assigned to perform complex and diverse technical functions. Employees must have sufficient knowledge to be a primary reference source to assist in the resolution of difficult problems demonstrating a high degree of independent judgment.)
1. Prepare letters, memoranda, bulletins, agendas, minutes, reports or othermaterials from straight copy, rough drafts or verbal instructions. E
2. Compile information from various sources and prepare a variety of forms; compile and tabulate statistical data as directed; process applications according to established procedures. E
3. Answer telephone and serve as receptionist to students, personnel and the public; answer inquiries and provide routine information concerning standards, procedures and programs; make phone calls to receive or provide information. E
4. Establish and maintain files as directed; assemble, collate and prepare materials for distribution; perform work such as posting records, making arithmetical computations and securing information from clearly indicated sources. E
5. Maintain calendar and schedule meetings, conferences and tutoring sessions as appropriate. E
6. Operate a variety of office machines including computer, calculator, photocopier and other office machines and equipment. E
7. Maintain records, inventories, alphabetical, index and cross reference files; order, receive, shelve and distribute supplies; order and receive food and food supplies for assigned program and maintain and submit appropriate records. E
8. Proof financial records and documents for clerical and arithmetical accuracy, completeness and for compliance with established procedures as directed. E
9. Receive, sort and distribute incoming mail; compose routine correspondence independently as appropriate. E
10. Administer basic first aid according to established procedures. E
11. Assure the timely distribution and receipt of a variety of records and reports; request or provide information necessary to assure completeness and accuracy; maintain confidentiality of information. E
12. Perform related duties as assigned.
KNOWLEDGE AND ABILITIES
1. Modern office practices, procedures and equipment, including the preparation of business correspondence and filing techniques.
2. Record-keeping techniques and basic math.
3. Correct English usage, grammar, spelling, punctuation and vocabulary, alphabetical and subject matter filing systems.
4. Telephone techniques and etiquette.
5. Office safety practices.
1. Perform complex clerical work involving independent judgment, accuracy and speed.
2. Operate a variety of office equipment, including a computer.
3. Understand and apply District and program rules and policies.
4. Perform routine clerical work.
5. Make math calculations quickly and accurately.
6. Understand and follow oral and written directions.
7. Key at 40 words net per minute from clear copy.
8. Establish and maintain effective and cooperative working relationships with others.
9. Maintain numerical, alphabetical, and subject matter filing systems.
10. Communicate effectively both orally and in writing.
Graduation from high school, including or supplemented by courses in computer application and office practices and one year of experience performing varied general clerical work involving keyboarding.
LICENSES AND OTHER REQUIREMENTS
Some positions in this class may be required to possess a first aid certificate and/or bilingual skills.