Program : Community Services

Employment Status : Non-exempt

DEPARTMENT : Community Services

Job Classification : Regular, Full-time

REPORTS TO : Community Programs Coordinator

Working Hours : Monday - Friday, 8 : 00 am - 5 : 00 pm

Supervises : None

GENERAL DESCRIPTION

This position requires performing a variety of complex, responsible and confidential clerical and administrative duties.

ESSENTIAL DUTIES

• Performs routine or specialized clerical tasks of above average complexity, requiring close adherence to regulations and procedures.
• Assists in compiling records, updating, and maintaining records for department.
• Maintains confidentiality of all clients’ information.
• Maintains filing system as necessary.
• Answers / Refers telephone calls for / to staff.
• Operates office equipment, including computer for word processing and data entry.
• Prepares correspondence accurately and on a timely basis when assigned.
• Able to efficiently use word processing and spreadsheet software programs.
• Request electric and / or gas billing histories.
• Refers clients to other sources of assistance in the geographical area.
• Prepares purchase requisitions.
• Assists in switchboard operations when receptionist is unavailable.
• May require out of town travel.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

Education and Experience :

• Requires a High School diploma or GED.
• Three years of clerical experience preferred.

KNOWLEDGE, SKILLS & ABILITIES

• Demonstrates effective verbal and written communication skills, keeps routine records, follows oral and written instructions, and files alphabetically and numerically.
• Performs various projects at the same time and in an effective manner.
• Makes judgments or decisions based on sensory or judgmental criteria relies on one or more of the five physical senses.
• Makes judgments or decisions based on measurable or verifiable data.
• Deals with people in a courteous, cooperative, conscientious, and tactful manner.
• Performs repetitive tasks according to set procedures with precision and thoroughness.
• Performs a variety of duties often changing from one task to another of a different nature without loss of efficiency or composure.
• Ability to maintain regular and punctual attendance.

SPECIAL REQUIREMENTS

• Must possess a valid Texas Driver's license (Operators-Class C), and driving record must be approved by insurance company on an annual basis.
• Must have transportation and current liability coverage on vehicle to be used in the performance of job duties. Some out of town travel may be required.
• Proof of work eligibility must be provided.

PHYSICAL REQUIREMENTS

• Normal physical activity includes frequent sitting, occasional standing and walking in a usual workday.
• Requires occasional retrieving of files by pushing in and pulling out of drawers and other objects , with occasional bending, stooping, squatting, kneeling, crawling, climbing stairs and twisting of body, and reaching above shoulder level.
• Requires employee to occasionally lift and carry objects weighing over 10 Lbs . such as boxes of supplies and paper.
• Requires use of the five senses (hearing, seeing, touching, smelling, and tasting) to perform various job duties and in dealing with staff, clients, and outside.
• Frequently uses head in static position frequently and flexing / rotational movements.
• Retrieves or files documents and folders from file cabinet drawers.
• Requires occasional twisting at desk when answering phone or typing at computer.
• Requires employee to use hands, arms, feet, legs, neck and head while performing Agency tasks.
• Requires extensive speaking and hearing in person and on the telephone with staff, clients, and general public.
• Requires frequent use of computer keyboard for data entry and use of a 10 key calculator.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the personnel work environment is usually moderately quiet.

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Last updated : 2024-04-26