Clerical Assistant II Job Description

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Under the direction of the Fleet Management Superintendent and Senior Secretary, performs specialized Clerical work involving the performance of account keeping, cashiering, payroll, inventory and related accounting tasks. Work is performed within clearly established guidelines. Work assignments are general in nature and may be made either orally or in writing. Work is reviewed through observation, conferences, periodic inspections or a reconciliation of other fiscal records. Performs other work as required.



Prepares invoices for payment; types records, accounting statements, vouchers, checks and standard form letters.

Maintains perpetual computerized inventory of stores, posting from purchase orders and tickets from the warehouse; prepares various governmental reports.

Enters accounting data into computers using various programs; Open and close work orders after entering information into work order software.

Provides information to other divisions and to the public regarding department rules, regulations, policies and operational procedures.

Performs clerical work in connection with accounts maintained. Files documents in alphabetical and / numerical order.



Education equivalent to completion of the twelfth grade, two years experience in clerical accounting work or book keeping or any equivalent combination of educational and experience. Requires a valid state of Florida Drives license.


Knowledge of business English, spelling, punctuation and mathematics

Knowledge of current office practice and procedures

Skilled in the use of standard office equipment such as phone, calculators, computers, copy machines, scanners, printers and fax machine

Daily maintenance on all office equipment (phone, calculators, computers, copy machines, scanners, printers and fax machine)

Knowledge of various computer programs, including Excel, Word, Adobe, Acrobat, and PDF files.

Ability to use Fleet Maint 2000 software, Gasboy software

Ability to verify work of others and to express ideas and concepts clearly and concisely.

Skill in dealing tactfully and courteously with citizens and fellow employees

Knowledge of automotive parts helpful.

Ability to carry out a wide scope of clerical procedures.


Operate a motor vehicle, load or unload vehicle with objects weighing no more than 20 lbs.

Lift, carry, push or pull items which weigh up to 20 lbs over uneven terrain or up and down stairs.

Carry items for a distance which ranges from 10 to no more than 100 yards.

Must be able to hear and understand conversation in normal tone of voice.

Use of senses which include sight, smell, hearing and touch as aides in the evaluation and troubleshooting of malfunctioning equipment (i.e. copy machine, computer terminal, etc).

See and read letters, numbers, words, characters and symbols, which are both large and small.

Ability to identify colors.

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

Move back, forth and sideways while in a bending, kneeling or squatting position.

Stay in a bending, kneeling or squatting position for periods of no less than 10 minutes.

Go from a standing or sitting position to a bending, kneeling or squatting position or vise-versa, periodically.

Learn complex tasks and remember how to complete them without assistance once trained.

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

Stand in a stationary position for more than 30 minutes at a time.

Keypunch for hours at a time.

Work under environmental conditions under which this job may be performed in or around, including dust, dirt, fumes, odors, noise, humidity or hot and cold conditions.

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 - 1/13/09