Office Clerk III

OFFICE CLERK III

Code No.:  3-05-119

COMPETITIVE

DISTINGUISHING FEATURES OF THE CLASS:  The work involves responsibility for the independent performance of varied clerical duties requiring a moderate degree of decision making. The use of a personal computer for word processing and database entry is an integral part of this position.  The work is performed in accordance with well-defined objectives, policies and procedures, but detailed instructions are given for new or difficult assignments.  The work is usually submitted in its final form and is subject to general review by superiors.  The employee reports directly to and works under the general supervision of a higher-level employee.  Does related work as required.

TYPICAL WORK ACTIVITIES:  (All need not be performed in a given position.  Other related activities may be performed although not listed.)

Prepares and formats legal documents, certifications, authorizations, forms and other related paperwork;

Enters and extracts data and information from a database;

Posts and maintains moderately difficult records requiring general knowledge of the departments' or sections' functions;

Processes applications, prepares permits and licenses, collects fees, issues receipts, and accounts for monies received;

Processes payroll, worker's compensation forms, accident/incident reports;

Types materials from copy, rough draft, dictation machine or other instruction;

Prepares and types correspondence on matters where policy and procedures are well defined;

Checks lists, documents, applications for completeness and accuracy;

Compiles data, prepares, types, and checks for completeness and accuracy a variety of elementary financial and statistical records and reports;

Performs searches for information in documents, records, files and computer database and maintains records on a database;

Obtains and gives out information by telephone, correspondence, and in person;

Orders and distributes office supplies and maintains records of expenses;

Operates standard office machines such as computer, copier and fax machine;

Guides other clerks in the performance of routine phases of their work;

Maintains filing system for the department or section.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:  Good knowledge of office terminology, practices, procedures, routines and equipment; good knowledge of business arithmetic; good knowledge of grammar and punctuation; good knowledge of the techniques involved in record keeping; ability to use a personal computer for word processing and database entry; ability to utilize word processing database and spreadsheet programs; ability to maintain a filing system; ability to work with forms; ability to prepare and type written communications, arithmetic and standardized reports; ability to operate standard office equipment; ability to acquire familiarity with departmental organization, laws, policies and regulations; ability to understand and carry out relatively complex oral and written instructions; ability to express oneself clearly; ability to deal with the public; good judgment; physical condition commensurate with the demands of the position.

MINIMUM QUALIFICATIONS:  Graduation from high school or possession of an equivalency diploma, plus EITHER:

(A)   Two (2) years of paid full-time or its part-time or volunteer equivalent office clerical or secretarial experience; OR,

(B)   Graduation from a regionally accredited or New York State registered college or university with an Associate's degree in Secretarial Science, Office Technology or a closely related field; OR,

(C)   Any equivalent combination of training and experience as defined by the limits of (A) and (B) above.

NOTES:

·         Successful completion of one (1) year of college coursework (or 30 semester credit hours) from a New York State registered or regionally accredited college or university may be substituted for up to one (1) year of the required experience.

·         Experience as a Teller, Cashier or Sales Clerk shall not be considered office appropriate experience.

SPECIAL REQUIREMENT: 

If you are appointed, you will be required to possess a valid license to operate a vehicle in New York State or otherwise demonstrate your capacity to meet the transportation needs of the position.

REVISED:  December 19, 1985

REVISED:  June 5, 1997

REVISED:  January 3, 2008

REVISED AND TITLE CHANGED:  May 8, 2008

FORMERLY:  CLERK III WITH TYPING