Clerical Support Officer

4 weeks ago

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

GENERAL OVERVIEW:

This role encompasses administrative support tasks at a proficient level. The position involves delivering a range of assistance services for one to four personnel.

Responsibilities may include individual accountability for the procedural handling of specific functions, with a primary focus on conventional administrative support tasks, such as data collection, organization, typing, workflow management, record maintenance, and general clerical support.

This role is distinguished from related positions by the incumbent's individual responsibility for fulfilling the primary objective, which is to enhance the productivity of those being supported.

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

TYPICAL DUTIES: (Illustrative Only)


Receives and evaluates incoming correspondence; determines the nature of the material and the necessary procedural actions; identifies topics and their relevance to ongoing or historical activities; may compile available records, correspondence, or other information for others' reference; directs materials to the appropriate individuals, both within and outside the office; welcomes visitors and callers; assesses the nature of their inquiries; provides explanations regarding information, approvals, processes, and other procedural elements required for action; ensures understanding and execution of the same prior to referral for action; directs others to the appropriate office or individual for assistance.

Organizes appointments and meetings for the supervisor and other designated staff on a daily basis; makes telephone calls on behalf of the supervisor to obtain and relay information; arranges conferences; coordinates participants' schedules; secures meeting venues; informs all parties of the date, time, location, and agenda; makes arrangements for any necessary equipment or additional support; may prepare summaries of background information for use in such conferences.


Types correspondence, memoranda, reports, opinions, petitions, agreements, contracts, and similar narrative and statistical documents from recorded dictation, stenographic notes, handwritten drafts, or other source materials; reviews such work and corrects typographical errors; may take stenographic or other notes of dictated correspondence such as cover letters, responses to invitations, and referrals; establishes and maintains office files of such materials for staff use; processes paperwork for official filing and distribution to offices and individuals both within and outside the relevant jurisdiction.

May oversee the work of other clerical staff.

Performs related duties as required.

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES:


Comprehensive knowledge of clerical procedural and processing requirements governing record-keeping, documentation, and similar office functions in administrative, governmental, judicial, or similar environments.

Extensive knowledge of English usage, grammar, spelling, and punctuation as applied in clerical processing assignments in governmental or judicial settings.

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

Proficiency in gathering information from and elucidating procedural and/or processing requirements to visitors, callers, clients, members of the public, and representatives from other offices both within and outside the relevant jurisdiction.

Expertise in organizing workload, establishing priorities, and fulfilling clerical processing requirements.

Proficiency in operating typewriting, word-processing, copying, and other office equipment as necessitated by work assignments.

Capability to utilize word-processing, spreadsheet, database, graphics, and/or similar computer applications, as required by work assignments.

Ability to take accurate notes of discussions and dictated materials to produce draft and/or final correspondence, documents, and other items, as required by work assignments.

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


MINIMUM TRAINING AND EXPERIENCE:

Minimum typing speed of 50 words per minute.

Proficient in Microsoft Office applications.

MINIMUM TRAINING 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 cited above.

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