Clerical Support Specialist

4 weeks ago

Allentown, Pennsylvania, United States COUNTY OF LEHIGH PENNSYLVANIA Full time

GENERAL OVERVIEW:

This role encompasses administrative support functions at a proficient level. The position entails providing a range of assistance to multiple individuals, ensuring smooth operational workflows.

Responsibilities may include managing specific procedural tasks, with a primary focus on traditional administrative support services, such as data collection, organization, typing, workflow management, record maintenance, and general clerical tasks.

This role is distinguished by the individual accountability for fulfilling the primary duty of facilitating the work of those being supported.

The position reports directly to a technical, professional, or administrative supervisor.



TYPICAL RESPONSIBILITIES:
(Illustrative Only)


Handles and evaluates incoming correspondence; assesses the nature of materials and necessary procedural actions; identifies subjects and their relevance to ongoing or past activities; may compile available records, correspondence, or other information for others' reference; directs materials to the appropriate personnel, both internally and externally; welcomes visitors and callers; determines the purpose of their inquiries; provides explanations regarding information, approvals, processes, and other procedural elements necessary for action; ensures clarity and understanding before directing for further action; refers individuals to more suitable offices or personnel for assistance.

Organizes appointments and meetings for supervisors and other designated staff on a daily basis; makes phone calls on behalf of supervisors to gather and relay information; coordinates conference schedules among participants; secures meeting venues; informs all parties of details such as date, time, location, and agenda; arranges for any required equipment or additional support; may prepare summaries of relevant background information for use in such meetings.

Composes correspondence, memoranda, reports, opinions, agreements, contracts, and similar narrative and statistical documents from recorded dictation, notes, handwritten drafts, or other source materials; reviews and corrects such work for typographical errors; may take notes of dictated correspondence and documents; drafts routine correspondence such as cover letters and responses; establishes and maintains office filing systems for staff reference; processes documentation for official filing and distribution to various offices and individuals.

May oversee the work of other clerical staff.

Performs related duties as required.

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES:


Comprehensive understanding of clerical procedures and processing requirements related to record-keeping, documentation, and similar office functions in administrative, governmental, judicial, or comparable environments.


Strong command of English language usage, grammar, spelling, and punctuation as applied in clerical processing tasks within governmental or judicial settings.

Basic understanding of the organizational and functional relationships within the County and related entities.


Proficient in gathering information and explaining procedural and processing requirements to visitors, callers, clients, and representatives from other offices.

Ability to effectively organize workload, prioritize tasks, and complete clerical processing requirements.

Proficient in operating typewriters, word processors, copiers, and other office equipment as required by the job.

Capable of utilizing word processing, spreadsheet, database, graphics, and similar software applications as needed.


Adept at taking accurate notes during discussions and dictations to produce draft and final correspondence and documents as required.


Ability to establish and maintain effective working relationships with colleagues, callers, visitors, clients, representatives from other offices, and the public.


MINIMUM EDUCATION AND EXPERIENCE:

Education equivalent to the completion of the twelfth grade.


Three to four years of clerical experience in an administrative, professional, governmental, or judicial environment, with at least one year at the full performance level.

Or any equivalent combination of acceptable training and experience that has provided the knowledge, skills, and abilities outlined above.

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