City of Springfield, Oregon 97477

City of Springfield

CLERK 3

Pay Grade: 514 / 24

FLSA Status: Nonexempt

Bargaining Unit: OPEU / Nonunion

GENERAL DUTIES AND RESPONSIBILITIES

Under the general supervision of a manager, professional, or unit supervisor, performs complex clerical and technical duties in support of various programs and City services, including records & data input, processing and maintenance, document and report preparation, scheduling & activity coordination, and telephone/visitor reception. Performs related duties as required.

Essential Duties

1. Compiles, processes, maintains, and retrieves records & data, and prepares correspondence, forms, statistical records, reports, presentation materials, and other documents from these records and databases in support of various program and project activities, using PC and network based word processing, spreadsheet, database, and records management applications.

2. Participates in the completion of program activities or projects by monitoring timetables, organizing tasks and/or events, making routine decisions, and conducting periodic follow-ups as necessary.

3. Receives telephone calls and walk-in customers to the department or unit; provides information to customers as requested; responds to routine questions and inquiries regarding services or departmental policies and procedures; directs customers to the appropriate personnel as needed or requested.

4. Processes, retrieves, and maintains department electronic and hard copy files & records, such as time sheets and payroll documentation, internal/external correspondence, program or project records, or fiscal records; may prepare documents for filming and storage.

5. Receives, distributes, files, and retrieves departmental or unit mail and other records and reports and runs copies of records, reports, and other materials as needed.

6. Completes and processes claims, vouchers, invoices, requisitions, and purchase orders; allocates receipts and expenditures to various accounts; receives, disburses, and maintains the departmental petty cash fund; assists in maintenance of departmental accounting and fiscal records.

7. Receives applications and requests; calculates, collects, and processes fees; issues permits, certificates, licenses, billings, and other departmental documents; answers questions regarding these transactions.

8. Operates office equipment to include personal computers and peripherals, calculators, FAX machines, and photocopiers.

9. May provide lead direction, and assign and review the work of other clerical employees.

QUALIFICATION REQUIREMENTS:

General Knowledge, Skills and Abilities

Considerable knowledge of modern office practices and procedures; knowledge of basic data gathering, compilation, and presentation techniques; knowledge of the correct use of punctuation, spelling, sentence structure and vocabulary; Ability to make basic mathematical computations; ability to maintain orderly and accurate records and files; knowledge of and ability to use automated filing, and data entry and retrieval techniques; knowledge of the capabilities and use of computers and other office equipment; ability to perform a wide variety of difficult and responsible staff support assignments; ability to utilize word processing, spreadsheet, and database systems sufficiently to perform assigned duties; ability to establish and maintain data files and file systems to store and retrieve program information; ability to assemble data and information and to assist in the preparation of reports; ability to learn City, department, and unit procedures and policies as they apply to the duties of the position; ability to learn the correct use of City forms and standardized documents; ability to make decisions in accordance with program guidelines; ability to assign and review the work of clerical employees; ability to process incoming and outgoing mail; ability to operate office machines, word processing and computer equipment; ability to receive unit visitors in person and via telephone, and provide the necessary processing, information and/or referral; ability to organize work in order to meet deadlines; ability to type sufficiently to perform the duties of the position; ability to work harmoniously with other employees and the general public.

Experience and Training

Three years of experience in clerical positions of increasing complexity, with at least one year in a major program support role. Formal business training/education may be substituted for up to half of the required experience, or any combination of experience, training and education that provides the required knowledge, skills, and abilities.

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