Part-Time Clerical Support Aide

Full Job Description

This is clerical support work performing technically varied and complex typing, clerical functions, data entry, and interviewing including interpreting and applying policies and procedures. Work requires knowledge of techniques, methods, and procedures used in performing the more complex typing, clerical functions, data entry, and interviewing, which involve the operation of standard office equipment such as a personal computer, copier, microfilm and microfiche equipment, and calculator, and are learned, on the job or through specialized training. Contacts require courtesy, tact, and effectiveness in dealing with others, and include contacts to request or provide information, ask questions or obtain clarification. The work is semi-routine where tasks are covered by procedures or precedents, and although patterned, some latitude is permitted to consider and choose the most appropriate technique, method, or procedure to follow. Work is normally performed in an office environment though the employee may be required to deliver or pick up mail, documents, supplies/materials, or work in the call center answering phones. The physical demands consist mainly of moving from one work location to another, sitting, or standing at a work station for extended periods of time, and, dependent upon assigned work location, may be required to lift objects weighing up to 15 pounds. The work is performed under general supervision where the work assignments are subject to instructions and established work routines, and the worker is given latitude to rearrange the sequence based on changing work situations or workflow.

Requirements

• Receives, processes, records, indexes and/or files varied correspondence, information, materials, files, documents, fees, and records.
• Gathers information and assists the general public in completing required forms and documents.
• Types correspondence, memoranda, reports, records, orders and other office documents which may include technical, scientific or legal terminology from sources such as drafts, notes, and oral instructions.
• Composes correspondence without review and/or specific instructions.
• Researches, analyzes and resolves a variety of job-related work problems based on established guidelines, procedures, laws, rules and regulations.
• Gathers, codes, classifies, posts, and/or consolidates information or data for varied complex reports or data entry.
• Establishes and maintains information, record, document, and file systems.
• Responds to inquiries and complaints from the general public and interprets and explains departmental policies and procedures to customers.
• Inputs information or data to personal computer or computer terminal screen following established procedures.
• Performs reconciliations for time and attendance and leave.
• Receives and receipts cash or credit card transactions.
• Orders supplies and prepares purchase orders.
• Maintains inventory records and stock for assigned work area.
• Makes written reports and fills out forms as necessary.
• Operates standard office equipment such as a personal computer using word processing, spreadsheet, database, and related software, calculator, microfilm and microfiche equipment, and copier.
• Greets the public and answers the phone.
• Demonstrates proficiency in the City of Jacksonville’s competencies.
• Performs related work as required.

Qualifications

• Knowledge of laws, ordinances, regulations, and departmental/divisional policies and procedures associated with work assigned.
• Knowledge of the City’s cash handling and credit card procedure.
• Knowledge of office practices and procedures.
• Knowledge of Business English.
• Ability to read, understand, and apply written instructions and job-related laws, rules, policies, procedures, and materials.
• Ability to prepare reports.
• Ability to communicate effectively.
• Ability to interview and gather information from customers, applicants, and general public.
• Ability to review and monitor the work of others.
• Ability to establish and maintain working relationships with other employees and the general public.
• Ability to operate standard office equipment such as a calculator, personal computer including word, spreadsheet, database and other related software, microfilm and microfiche equipment, and copier.
• Ability to make and verify mathematical calculations.
• Ability to establish and maintain information, record, document, and file systems.
• Dependent upon assignment, ability to type at a rate of 40 words per minute.
• Dependent upon assignment, ability to travel between various locations.

Additional Information

Open Requirements/Supplemental Information

• Must have at least one year of education and/or experience in clerical work.
• Depending on assignment must be able to type 40 words per minute.
• Must be able to operate a computer utilizing word processing and spreadsheet applications.

LICENSING/CERTIFICATION/REGISTRATION:

• Depending on assignment may be required to have a valid driver's license prior to appointment and which must be maintained during employment in this class.
• Depending on assignment, must qualify for prior to appointment, obtain, and maintain during employment in this class a City of Jacksonville Certification as a Public Driver.

OTHER REQUIREMENTS:

• The probationary period for this class is six (6) months.
• Depending on assignment, this classification performs safety-sensitive functions and is subject to pre-employment, random and other Drug/alcohol testing programs as set forth in the City of Jacksonville's Drug Free Workplace Policy (0401).

A FULLY COMPLETED ONLINE APPLICATION IS REQUIRED. Apply atwww.coj.net. Work history is required for all employment/volunteer work in which qualifications are being based. When meeting/basing qualifications on education, a copy of your college transcript, with your social blacked out, is required with your application. Transcripts do not need to be official, but must state your name, the school’s name, classes taken, grades received, type of degree, and date degree was conferred.

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Certain servicemembers and veterans, and the spouses and the family members of such service members and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in employment and are encouraged to apply for positions being filled.

If claiming veteran's preference, you must attach a DD-214 (Member Form-4 copy) or military discharge papers, or equivalent certification from the Department of Veterans Affairs listing military status, dates of service and character of discharge. You must also attach the Veterans Preference Certification Form and if applicable, the additional forms as noted here: http://www.coj.net/departments/employee-services/veterans-preference

If a candidate believes he or she was not afforded veteran’s preference, he or she may file a written complaint, within 60 calendar days upon receipt of notification of the hiring decision, requesting an investigation to:

Florida Department of Veterans Affairs
Attention: Veterans’ Preference Coordinator
11351 Ulmerton Road, Suite 311-K
Largo, FL 33778-1630
Email:VeteransPreference@fdva.state.fl.us