Clerk (Senior Services)

Posting number: 100084-260813

Department: Senior Services

Job classification: Clerk (Senior Services)

Posting type: Open & Promotional

Categories: Administration

Summary

Definition:   Under close to general supervision, performs a variety of clerical support duties in support of office operations within an assigned unit.  Supervision is typically provided by an Executive Secretary, Office Manager or other management personnel.  This job class is treated as FLSA non-exempt.

Distinguishing Features:  The Clerk job class is the entry level clerical class where work assignments typically have clear instructions for completion and work is reviewed for accuracy and compliance with established standards and/or procedures.  Work is performed according to established guidelines and procedures, and is reviewed or monitored frequently until familiarization or accuracy is evidenced.   
 
Essential Functions:  Essential functions may vary among positions and may include the following tasks, knowledge, skills, abilities, and other characteristics.  This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions in this classification.

Examples of duties

1.  Reception:  As the first contact in the department, greets and directs callers to appropriate staff and/or provides requested services. 

• Answers routine questions, assists visitors/clients in completing a variety of forms and other materials used in the assigned work area.   

2.  Phones:   Answers multi-line phone and directs call appropriately, and/or provides requested information, or takes messages for staff members as needed.

• Maintains and/or schedules appointment calendars for work unit staff.

 
3.  Mail:   Opens, date stamps, and routes incoming mail (internal and external) to appropriate staff.

• Maintains adequate inventory of office supplies needed for work unit and orders additional materials and supplies as needed.
• Prepares various types of correspondence, fliers and packages for mail out as required.

4.  Administrative:  Maintains unit files, which may include confidential / sensitive files, by organizing and filing forms, correspondence, records, reports and/or other related information alphabetically, numerically or in accordance with another established system.

• Retrieves information from files in response to requests from staff or the public.
• May transport documents or other data to other departments and throughout the Tribal complex.  

• Serves as back-up for other office support staff, including PeopleSoft Time & Labor functions, as required.
• Assists in the maintenance and operation of various office machines.       
• Photocopies appropriate information at the request of staff and/or the public.   

5.  Computer:  Prepares letters, memos, reports, or other documents using a personal computer.

• Enters information into a database on a personal computer. 
• Processes work orders, invoices, and other forms/documents used in the assigned 

work unit.
 
6.  Miscellaneous:  May run errands to other departments which requires driving.

• Performs other job related duties as assigned by the Director or designee to maintain and enhance department operation.

 
Knowledge, Skills,  Abilities and Other Characteristics:

• Knowledge of the culture, customs, traditions, history and government of the Salt River Pima-Maricopa Indian Community.
• Knowledge of formats used for a variety of correspondence and reports.
• Knowledge of general office practices and procedures.
• Knowledge of the staff and services provided by the assigned unit.

 

• Skill in following oral and written instructions, policies, and procedures.
• Skill in establishing and maintaining effective working relationships with other staff and the public
• Skill in operating a variety of standard office equipment including photocopiers, FAX machines, typewriters, scanners and personal computers.
• Skill in listening well and communicating effectively with Community members and employees having varied educational backgrounds and values.

 

• Ability to understand and follow oral and written instructions which may entail procedural or technical detail. 
• Ability to read, comprehend, interpret and follow verbal and written instruction, policies and procedures
• Ability to be flexible, adaptive and wor