Clerical Assistant – Non
ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics). This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.DUTIES AND RESPONSIBILITIES: (which are not in any hierarchical order)
- Answers multiple phone lines and responds to caller's questions or directs the call to the appropriate party.
- Greets visitors; responds to questions, provides information, documents, instructions or directs visitor to appropriate party.
- Responds to requests for information via mail, phone or in-person; gathers appropriate forms and documents, searches for and copies documents from archived records and forwards to requestor.
- Attends meetings to take notes, record votes, and provide general clerical support.
- Opens, sorts and distributes incoming mail and processes outgoing mail.
- Maintains inventory of supplies and prepares a list of supplies to be ordered.
- Copies, distributes and files paperwork such as meeting minutes, contracts, performance review forms, timesheets, and general correspondence.
- Performs data entry into automated programs to track contracts, applications, filings, violations or other pertinent data, depending on assignment.
- Prepares correspondence, memos, forms and reports using word processing applications software.
- Maintains records of fees collected from the public, within the area of responsibility, and balances cash receipts.
- Reconciles procurement card purchases and invoices.
KNOWLEDGE, SKILLS AND ABILITIES:
- Knowledge of standard office principles and procedures.
- Knowledge of the basic capabilities and functions of word processing applications software.
- Knowledge of basic math principles.
- Knowledge of principles of business English, grammar and punctuation.
- Knowledge of principles of telephone etiquette.
- Skill in using general office equipment such as telephones multi-line telephone system, fax, duplicating machines, copiers, and computers.
- Skill in recording and retrieving general information.
- Skill in communicating effectively with others both orally and in writing.
- Skill in dealing effectively with the general public.
- Ability to establish and maintain effective working relationships with those contacted in the course of work.
MINIMUM QUALIFICATIONS: High School diploma or GED and one (1) year of clerical or office experience, or any equivalent combination of training and experience. May require a valid Florida driver's license.
Last revision date: October 2001