Class Code: AS102
FLSA Status: Non-exempt

Administrative Clerk

Bargaining Unit: SEA

DEFINITION:

Under general supervision, an Administrative Clerk performs a limited range of general clerical duties to support departmental functions; enters data into manual and automated systems; provides telephone and public reception; types, processes and prepares documents; maintains departmental files, and performs related work as required.

DISTINGUISHING CHARACTERISTICS:

Administrative Clerk is an entry/first-working level class in the series.  An incumbent in this class performs clerical tasks that are of routine to average difficulty.  This class is distinguished from the higher-level class of Administrative Assistant because an incumbent in the latter class performs journey level clerical duties that typically include providing administrative and secretarial support to management.  

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

  • Greets customers in person or over the telephone and directs them to appropriate officials, vendors, or departmental staff; answers inquiries on administrative matters, and provides standard forms as needed. 
  • Types reports, memoranda, records, contracts, letters, specifications, minutes, agendas and other documents; may compose routine correspondence; inputs statistical and other data; prepares purchase requisitions as assigned; proofread and corrects grammar, punctuation, and spelling.
  • Enters and retrieves information from both hard copy and electronic records; uses various manual and electronic tools to log, track, summarize, and report information.
  • Maintains and updates general administrative files in accordance with departmental records retention programs; documents retention storage; creates reference material.
  • Receives and processes routine financial documents, including invoices and bills; prepares payment authorizations, requisitions and check requests; maintains a department petty cash fund; requisitions routine office supplies, parts, and materials and maintains a simple inventory. 
  • Maintains and updates mailing lists; prepares and distributes inter-office mail. 
  • Schedules meetings and makes routine preparations; distributes agendas and meeting materials. 
  • May handle sensitive or confidential materials, records, files, and other privileged information. 
  • Conducts routine tasks to schedule employee conferences and training seminars. 
  • Operates standard office equipment; utilizes standard business computer software in performing job tasks.
  • May utilize specialized Santa Cruz METRO software.
  • Drive a Santa Cruz METRO vehicle to perform assignments.
  • Performs related work as required

EMPLOYMENT STANDARDS:

Knowledge of:

  • Modern office practices, procedures, and equipment.
  • Basic clerical processes pertaining to accounting, purchasing, and data maintenance.
  • Basic methods of maintaining information in digital or hard copy files.
  • Basic clerical methods of researching, gathering, organizing, and reporting data.
  • Basic methods of prioritizing, planning, and organizing work.
  • Basic time management techniques.
  • Basic clerical customer service techniques.
  • Basic mathematics including, percentages and basic statistics. 
  • Telephone techniques and etiquette.
  • The effective use of modern office equipment, personal computers, and standard business software. 

Ability to:

  • Follow oral and written instructions accurately.
  • Maintain confidentiality of materials, records, files, and other privileged information.
  • Maintain records and control systems with accuracy and attention to detail.
  • Input data into a database.
  • Type finished copy from rough draft or machine transcription.
  • Adhere to established work schedules and timelines.
  • Maintain a calm demeanor in stressful situations.
  • Type at a corrected rate of 40 words per minute from clear copy.
  • Work independently using good judgment, tact, and discretion.
  • Balance multiple assignments simultaneously and effectively.
  • Utilize standard office equipment and computer software and learn to use specialized Santa Cruz METRO software if assigned.
  • Communicate clearly and effectively in both oral and written form.
  • Establish and maintain effective working relationships within the department and with other divisions, departments, agencies, suppliers, vendors, and the public.

MINIMUM QUALIFICATIONS:

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be: 

Education, Training, and Experience:

Two (2) years of progressively responsible clerical experience requiring the operation of personal computers, database systems, typing and maintaining recordkeeping systems.  

LICENSES AND CERTIFICATES:

A valid California Driver’s License will be required at the time of appointment and throughout employment.

Must be able to obtain and maintain a current, valid California Class “C” Driver’s License.

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands 

While performing the duties of this job, the employee is frequently required to reach with hands and arms; walk, sit and stand; use finger dexterity; talk and hear, and use a keyboard. Work often requires stooping at the waist and the repetitive use of both hands to grasp and feel objects. Work may require lifting up to 20 pounds unaided. Specific visual abilities required for this job include close vision, distance vision, the ability to see colors and shades, and the ability to perceive depth. 

Mental Demands 

While performing the duties of this job, an employee uses written and oral communication skills; reads and interprets data, information and documents; solves problems; uses math and mathematical reasoning; performs detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work.

Work Environment: 

The employee typically works in a standard office environment where the noise level is moderate.

OTHER CONDITIONS OF EMPLOYMENT:

  • Must pass a requisite background check.
  • May occasionally working extended hours or hours outside of the regular schedule.

*Adopted: 12-11-18

*BOD Approved: 08-23-19

*Revised: 00-00-00

*Job Family: Administrative Clerical

*Job Series: Administrative

*Job Series Level: Entry/First working

*Confidential: No