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File Clerk

3 months ago

Albuquerque, New Mexico, United States Isleta Resort & Casino Full time

JOB PURPOSE: Responsible for maintaining company records and orderliness of the file room. Codes, files, and retrieves records as needed and ensures system is well organized and in compliance with established requirements. Expected to assist in a variety of tasks, the most important being maintaining the office's filing and documentation systems. Expected to adhere to established document-handling procedures.

This list of tasks is illustrative ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class. It does not imply that all positions within the class perform all of the duties listed, nor does it necessarily list all possible duties that may be assigned.

Essential Functions and Responsibilities:

Coordinates and files confidential personnel records.

Files correspondence cards, housing records, and other records in alphabetical or numerical order according to the established filing system.
Locates and removes documents from files when requested. Provides copies as requested and returned to file storage upon completion.
Ensures return if files are loaned out. Audits files to make sure they are returned when signed out.
Purges old files and forms in accordance with records retention schedules and in coordination with departmental areas responsible for/affected by file removal. Creates new entries as needed ensuring timeliness of new entries.
Logs all files for file reviews, update or other business needs and ensures files are returned.
Faxes and photocopies files; documents and other related forms when necessary.
Strong understanding and knowledge of electronic scannining of documents to files
Ability to create and maintain electronic filing system of records.
Ensures files are accessible and that room is well maintained.
Able to explain filing system to others.
Serves as backup Receptionist when necessary.
Provides excellent customer service while filling in at the front desk.
Remains abreast of current policies, procedures, laws, regulations and client related information.
Interfaces with all IPHA personnel to aid in filing processes.
Promotes and ensures an open and welcoming atmosphere that promotes skill enhancement.
Greets internal and external guests, maintains a friendly and inviting atmosphere, and promotes positive guest relations through prompt, courteous, and efficient service.
Performs general office duties such as data entry, operating office machines and sorting mail Including all Microsoft Office Suite.
Performs other duties as assigned.
ACCOUNTABILITY and SUPERVISION: None

MINIMUM QUALIFICATIONS/REQUIREMENTS:

High School Diploma/GED.

Must pass background check for position.

Must be able to comply with the Isleta Pueblo Housing Authority Drug Free Workplace policies.

KNOWLEDGE, SKILL AND ABILITY REQUIREMENTS: Must possess excellent knowledge of alpha/numeric systems

Must possess considerable knowledge in general office maintenance and practices, filing systems (alpha and numeric), recording and filing procedures and methodologies, operation of standard office equipment, basic public relations.

Must be highly organized, work independently and take direction well.

Must be able to perform basic mathematics to include, but is not limited to, adding, subtracting, multiplying, and dividing in all units of measure, using whole numbers, common fractions, and decimals.
Must be flexible to set effective priorities to ensure accurate input and storage.

Must possess and exhibit working knowledge of office etiquette.
Must possess basic computer skills and desire to progress to expert user.
Must possess strong organizational and time management skills while paying close attention to details such as spelling, numbers, and grammar.
Must possess a highly developed sense of customer service and interpersonal skills including high integrity and respect for individuals.
Must possess the ability to make sound and accurate decisions in the absence of a supervisor.

Must be able to handle multi-task assignments on a daily basis.
Must be able to deal with employee and guest issues.

Must possess and exhibit extensive knowledge of office etiquette

Must be able to take direction and feedback well.

Must be able to communicate in a professional manner.

Must possess and exhibit a positive attitude.

Must be flexible and adaptable to work assignments.
PHYSICAL DEMANDS: Talk, hear sit, stand; use hands to handle objects, equipment, controls and reach with arms and hands.

Position requires frequent lifting of 25 lbs.
WORK ENVIRONMENT Work is performed in a typical interior/office environment.

Noise level is usually minimal.
PREFERENCE:

Tribal and Native American Indian preference shall apply to all positions at Isleta Pueblo Housing Authority.

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