Class Series Concept
Performs a variety of clerical duties in support of office or unit operations.
Definition
In support of office or unit operations, performs repetitive, routine, or basic clerical duties and tasks. Positions establish and maintain record keeping and filing systems and/or database files ensuring accuracy of information. Public and departmental contact roles are limited in scope.
Distinguishing Characteristics
Under close supervision, learns and performs a variety of routine office support functions, such as copying and scanning materials and filing documents (electronic and/or hardcopy) in a filing system, posting records, answering telephones, distributing mail and other office materials, and/or receiving and checking in visitors. Work is regularly reviewed to verify compliance with policies, procedures, or standards.
Typical Work
Stacks, stamps, opens, codes, sorts, files or alphabetizes correspondence, records, or materials according to established procedures and predetermined categories; maintains files and records;
Opens and date-stamps incoming mail; learns to sort and route mail; picks up and prepares outgoing mail; learns to maintain logs, lists, rosters, directories, and other records;
Sorts and file documents by predetermined categories; maintains files and records;
Scans and indexes documents in an electronic filing system;
Answers telephones; following clearly established guidelines, answers routine questions; receives and refers visitors;
Receives, sorts, and distributes mail, messages, records, office supplies and other materials;
Posts information to various departmental, financial or other records, according to established procedures and standards; tabulates and posts report forms;
Enters and retrieves data from electronic data processing systems; establishes and updates information; generates documents and correspondence; communicates with others via electronic means; updates computer system files;
Performs messenger services on a specific route or particularly addressed material within or between departments;
Operates office equipment such as computer calculators, copy machines, or multi-function devices;
Completes office forms;
Attends training;
Performs other duties as required.
Knowledge and Abilities
Knowledge of: modern office practices, methods and procedures; English grammar, vocabulary, spelling and punctuation; basic arithmetic; the use of electronic information equipment; familiarity with common office software.
Ability to: learn simple and repetitive office tasks; demonstrate reliability and a desire to learn new skills; understand and carry out oral and written instructions; understand procedures, manuals, policies and guidelines; exercise sound judgment when initiating processes, actions, and alternatives within established procedures, policy, and local practice; ability to learn general goals and purpose of departmental services and operations; establish and maintain harmonious work relationships with co-workers and the general public; communicate effectively verbally and in writing; learn and perform assigned clerical tasks and routines; maintain confidentiality; enter data accurately; seek guidance when needed.
Legal Requirement(s)
Persons legally authorized to work in the U.S. under federal law, including Deferred Action for Childhood Arrivals recipients, are eligible for employment unless prohibited by other state or federal law.
Desirable Qualifications
Equivalent education/experience.
Class Specification History
Housekeeping revisions: Add class series concept; adopted July 10, 2008, effective July 11, 2008.
Base range salary adjustment adopted 6/30/2017, effective 7/1/2017.
Base salary adjustment adopted 6/13/2019, effective 7/1/2019; from range 27 to 30.
Revised legal requirements; effective June 6, 2024, due to adopted legislative action.
Revised class series concept; revised definition; revised distinguishing characteristics; revised typical work; revised desired qualifications; added legal requirements; base range increase from 30 to 34, adopted June 23, 2025, effective July 1, 2025.
