About This Role
This position provides secretarial and clerical support to a unit or department, focusing on skilled keyboarding services and a range of routine clerical tasks. The incumbent will handle duties such as filing, photocopying, faxing, maintaining office supplies, and sorting mail, with assignments increasing in difficulty over time. Work is performed under direct supervision with detailed instructions for new or difficult tasks.
Responsibilities
- Perform skilled keyboarding to produce correspondence, reports, tables, charts, and maintain large databases
- Gather, extract, and copy information for use by technical and professional staff
- Take longhand minutes, prepare summary notes, and submit to supervisor for approval before distribution
- Receive calls and callers and give out routine information
- File correspondence, memoranda, reports, and other materials in record system in accordance with departmental guidelines
- Pull records for use by staff or disposition to storage or destruction
- Review records and documents for completeness, compliance with departmental standards, and for accuracy
- Index materials and perform simple record-keeping tasks
- Perform a variety of clerical support work based on unit needs including logging records, photocopying, faxing, maintaining office supplies, and processing bulk mailings
- Enter data into terminal from forms and printed copy
- Maintain records of time and benefit usage, employee certification, and training
Requirements
- Knowledge of business English necessary to recognize and correct common errors in correspondence, records, and reports
- Knowledge of arithmetic to verify calculations and report on work activities
- Knowledge of record keeping necessary to organize data from several sources, scheduling, and for maintaining a record system using running balances
- Skill in operating office automation equipment sufficient to produce work accurately and efficiently
- Ability to operate a keyboard at not less than 35 words per minute
- Ability to learn software packages for word processing to produce a variety of information
- Ability to understand and follow oral and written directions
- Ability to take minutes and prepare summary notes
- Ability to learn and work within departmental procedures and guidelines
- Ability to provide basic information and direction to the public
- Personal characteristics necessary to perform the duties of the position
- Physical condition commensurate with the demands of the position
- Graduation from high school or possession of a high school equivalency diploma
- Candidates must indicate keyboarding ability (e.g., courses in keyboarding or keyboarding work experience)
