Clerical Technician

Job Title: Clerical Technician
Section: Contract Administration
Schedule: 9/80
Location: Imperial, CA

*Contract Position

PRIMARY FUNCTION

Under general supervision, performs technical clerical functions requiring a high degree of skill and special knowledge related to a particular operation. Performs other duties as assigned.

DISTINGUISHING CHARACTERISTICS

Keyboard requirements will vary from position to position within this classification; however, an approximate standard of 45 wpm will apply on these positions requiring keyboarding as a major portion of the job duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The examples of essential functions listed below are representative but not necessarily exhaustive or descriptive and incumbents may be assigned other related functions not listed herein if such functions are a logical assignment for the position.

• Completes forms, requisitions, and documents from rough drafts, marginal notes, or oral instructions; excerpts and summarizes materials for indexing or reports.
• Operates personal computer, prepares correspondence, memoranda, notices, and narrative reports; proofreads and checks or compares data for accuracy and completeness; and enters data; and assists in preparation of bid packages, major work authorization (MWA), and project initiation sheet.
• Assembles and enters payroll and mileage data, tracks employee’s timesheets, and prints employee records information for supervisors.
• Requisitions material through system application process including order numbers and project numbers; maintains supply inventory, and monitors expenditures; unpacks office supplies and equipment and stocks supply cabinets or storage area.
• Prepares travel orders, requests for checks and expense vouchers for section personnel; ensures travel accommodation and conference or seminar registration are made and confirmed; coordinates meeting with individuals and outside agencies.
• Maintains and creates office files and electronic filing systems; files a wide variety of record keeping systems including input and retrieval of information from computerized record keeping systems and file net.
• Serves as receptionist, receives telephone calls and visitors, directs calls and visitors to appropriate office, and assists employees, outside agencies and the general public with general inquiries.
• Coordinates work activities and schedules meetings for staff, projects, and safety meetings.
• Sorts and routes incoming and outgoing mail.
• Assists with compiling and revising annual budget.

MARGINAL DUTIES AND RESPONSIBILITIES

• Updates and maintains employees merit review schedules and performance evaluation for supervision.
• Purges files periodically and sends to storage.
• Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES – None

MINIMUM QUALIFICATIONS

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• High school equivalency with supplemental college courses in business, computer, or bookkeeping.

Experience

• Three years of increasingly responsible and complex clerical related experience.

Licensing

• A valid driver’s license issued by the State of California, Department of Motor Vehicles is required.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge

• Modern office methods and procedures; personal computer and appropriate business orientated software including Microsoft Office, word, excel and access.
• SAP operations; methods and practices of record keeping; processing invoices; public water and electric utility operations, procedures and methods; District policies and procedures.

Skills/Abilities

• Interpret regulations and policies; read, analyze, and interpret general business periodicals, professional journals, specifications, technical procedures; computer and appropriate business software; prepare reports, correspondence, narratives, and procedure manuals
• Communicate effectively over telephone or in person; prepare and maintain accurate and complete records and reports.
• File in alphabetic, numeric, chronological and legal description sequence; follow oral and written instructions; understand safety rules and regulations and work safely.
• Be prompt and regular in attendance; and work courteously and cooperatively with employees, public and/or private agency representatives, and the general public.

Tools and Equipment Used

• General office equipment, computer, telephone, calculator, typewriter, fax machine, copy machine and vehicle.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee frequently works in a well-lighted office environment with climatically controlled temperatures.

The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to talk, sit, use hand to finger, handle, or feel objects, tools or controls; the employee is occasionally required to walk, stand, twist/turn, reach forward, downward and upward with hands and arms, bend, stoop, climb, crawl, kneel, and crouch.

The employee must frequently lift and/or move up to 25 pounds and occasionally lift 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Degree of Physical Effort – 2

An employee in this category will be exposed to physical demands requiring strength, coordinating and dexterity only on occasion.