Clerical Assistant II Job Description

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CHARACTERISTICS OF THE CLASS

Under the supervision of the Facilities Division Manager, performs a wide range of advanced clerical tasks. Work involves standard clerical duties including professional telephone skills, filing, data entry, office machine operation, maintenance of records, supply management, and work order receiving and tracking. Special operational skills will generally be acquired by on-the-job training.  Performs other duties as required.

EXAMPLES OF DUTIES

A.    ESSENTIAL FUNCTIONS

Proficiency in receiving and entering internal and external work order requests using the current work order management system.

Type and create correspondence, memoranda, reports, records, orders, schedules, and other office documents for the Facilities Maintenance Division.               

Assist Manager in processing and maintaining various records and reports associated with the Division’s annual budget preparation.

Assist Manager with annual inventory of assets and maintain an inventory of and order office supplies for the division as needed.

Receives and disburses information by telephone, e-mail or by direct contact with the public; receives and logs work requests.

Maintains divisional records and files, performs data entry.

Receives input from the general public regarding street light repairs. Create forms and forward to FPL for service. Maintain logs of repairs and services pertaining to street light repairs.

Responds to questions and service requests regarding Facilities Operations.

Create and maintain purchase requisitions and purchase orders in an organized fashion.

Receive and process invoices and credit card purchases from staff and vendors as needed.

Process biweekly payroll for the Facilities Operations Division.

Process biweekly payroll for the Facilities Operations Division.

B.    MARGINAL FUNCTIONS

May perform other duties unique to the department, division, or program that are technical in nature.

 

REQUIREMENTS

A.    TRAINING AND EXPERIENCE

Education equivalent to completion of the twelfth school grade, supplemented by courses in business office practices, and one year general office experience at the full performance level.. Microsoft Office experience is required.

B.    KNOWLEDGE, SKILLS, AND ABILITIES

Ability to conduct professional business communication.

Working knowledge of Windows and Word Processing programs.

Ability to create, edit, and print Excel worksheets and forms.

Ability to perform tasks involving English spelling and arithmetic.

Demonstrable ability to perform tasks involving the maintenance of records.

Ability to understand and communicate the policies and procedures, and services of the department, division, or program.

Ability to operate a variety of modern office equipment such as computer, printer, calculator, telephone, and fax machine.

Skill in data entry typing with accuracy and speed.

C.    PHYSICAL AND MENTAL REQUIREMENTS

Ability to communicate clearly in English both orally and in writing.

Ability to see and read correspondence of all sizes.

Ability to hear and understand conversation at all levels and rates of speed.           

Ability to operate office equipment which requires the use of fingers, hands, and wrists, such as computer keyboard, adding machine, and telephone.

Ability to learn, remember, and correlate facts relating to divisional processes with little instruction.

Ability to sit for long periods of time not to exceed 2 hours consecutively.

Ability to lift and carry items not to exceed 40 lbs.; also may require ability to bend, kneel, or squat while doing so.

Ability to operate efficiently in an environment that solves emergency situations, has hectic work schedules and persistent customers.

Ability to function efficiently in workshop conditions which may consist of dust and dirt, fumes and odors, and construction noise.

Ability to enter and or leave workstation by traveling through workshop environment.

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 - 03/01/17