Clerical Assistant I Job Description

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CHARACTERISTICS OF THE CLASS

Under the general supervision of a supervisor within the Code Compliance Division of the Fire Department. This position performs a wide array of clerical tasks, including typing, filing, sorting, office machine operation, and maintenance of records. Work is reviewed by observation and for results obtained. Special technical skills are generally acquired by on-the-job training. Performs other work as required.

 

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS

Types routine correspondence and other office related documents.

Answers telephones and acts as receptionist, secures information from a variety of sources.

Sorts and files correspondence and reports, alphabetically/numerically.

Sorts and distributes mail, functions as mail clerk.

Uses personal computer to enter data into complex data entry system.

Operates a variety of office and related equipment.

Prepares permits for microfilm/data storage.

B. MARGINAL FUNCTIONS

Assists the Clerical Assistant II when needed.

 

REQUIREMENTS

A. EDUCATION AND TRAINING

High School Diploma or GED, with some knowledge of construction industry terminology and general office experience preferred.

B. KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of current office practices, methods, and procedures.

Knowledge of business English, spelling, and arithmetic.

Ability to maintain records and to prepare reports from such records.

Ability to perform clerical work of routine difficulty.

Ability to establish and maintain effective working relationships with fellow City employees and the general public.

Ability to operate a variety of modern office equipment.

Ability to learn complex tasks and remember how to complete tasks without assistance once trained.

Ability to operate a personal computer for data-entry and word processing.

Ability to type with speed and accuracy.

C. PHYSICAL REQUIREMENTS

Ability to hear, speak and understand conversation in English in a normal tone of voice. Use of senses, which include sight, smell, hearing and touch.

Ability to see and read letters, numbers, words, characters or symbols, both large and small as well as identify colors.

Ability to print and draw letters, numbers, words, characters and symbols-must be legible and understood by others.

Ability to stay in a bending, kneeling, or squatting position for periods less than 10 minutes.

Ability to move back and forth and sideways while in a bending, kneeling, or squatting position.

Ability to lift, carry, push or pull items which weigh up to 20 lbs. over uneven terrain, up/down stairs or ladders.

Ability to lift and/or carry items which are considered awkward to grasp or hold on to.

Ability to carry items for a distance, which ranges from 10 feet to no more than 300 yards.

Ability to go from a standing or sitting position to a bending, kneeling, or squatting position, or vice-versa, periodically.

Ability to lift items (weighing less than 30 lbs.) above the head or down from over the head.

Ability to walk, stand, and sit for periods longer than 30 minutes. Walk continuously for more than 5 minutes at a time.

Ability to hold items (weighing between 1-10 lbs.) for a period less than 10 minutes.

Ability to stand in a stationary position for more than 30 minutes at a time. May need to remain seated for more than 30 minutes at a time.

 

THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION. WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY. THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.

Revision Date - 11/14/06