What are the responsibilities and job description for the Clerk IV position at Massachusetts Maritime Academy?
General Responsibilities
Incumbents of positions in this series maintain files and records; answer telephones; prepare and mail outgoing correspondence or parcels; prepare correspondence, forms, files, and reports for processing, storage, or forwarding; answer inquiries; operate standard office machines and equipment; and perform related work as required.
The basic purpose of this work is to provide clerical support for an assigned unit or agency.
Responsibilities:
- Monitors assigned unit activities to ensure effective operations in compliance with established standards.
- Confers with agency staff to exchange information, to coordinate efforts and to obtain information concerning agency program and activities.
- Maintains liaison with various local, state, and federal agencies and others to exchange information, to resolve problems and to coordinate activities.
- Reviews and analyzes data concerning assigned unit activities to improve work methods, determine progress, and revise established procedures and/or to provide information to superiors.
- Prepares reports concerning assigned unit activities to furnish required information and to make recommendations concerning procedures, programs, and activities.
- Responds to inquiries to provide information concerning assigned unit activities.
- Performs related duties such as compiling data for use in reporting assigned unit activities.
- Compose letters and review documents for completeness, content, and compliance with regulatory and legal standards.
- Manages AP/AR including requisitions, purchase orders, change orders, invoices, credit card transactions.
- Schedules for appointments and inspections of equipment.
- Prepares and/or processes personnel action within the department by recording such actions and completing forms for forwarding for approval.
- Performs other duties as assigned.
Qualifications and Requirements
Qualifications Required at Hire:
- Knowledge of the principles and practices of office management.
- Knowledge of the methods of general report writing.
- Knowledge of the methods used in the preparation of charts, graphs, and tables.
- Knowledge of the types and uses of general office equipment.
- Ability to understand, explain, and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
- Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
- Ability to follow written and oral instructions.
- Ability to gather information through questioning individuals and by examining records and documents.
- Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
- Ability to assemble items of information in accordance with established procedures.
- Ability to prepare general reports.
- Ability to maintain accurate records.
- Ability to prepare and use charts, graphs, and tables.
- Ability to communicate effectively in oral expression.
- Ability to give written and oral instructions in a precise, understandable manner.
- Ability to deal tactfully with others.
- Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural, and/or economic backgrounds.
- Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controller work through periodic reviews and/or evaluations; determine subordinates’ training needs and providing or arranging for such training; motivating subordinates to work effectively; determine the need for disciplinary action and either recommending or initiating disciplinary action.
- Ability to exercise sound judgment.
- Ability to exercise discretion in handling confidential information.
- Assign work orders
- Assign motor pool fleet (45) cars, trucks, lease vans, bus usage daily
- Fuel vehicles
- Valid MA Class D Driver’s License
Qualifications Acquired on Job:
- Knowledge of the laws, rules, and regulations governing the state personnel system.
- Knowledge of state budgetary procedures relating to positions, salaries, and personnel services.
- Knowledge of the laws, rules, policies, and procedures governing Federal Grant Administration.
Minimum Entrance Requirements:
Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office work, or (B) any equivalent combination of the required experience and the substitutions below.
Substitutions:
I. A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.*
II. A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience.*
III. A diploma for completion of a one-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of one year of the required experience.*
IV. A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of two years of the required experience.*
- Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.
NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.
Salary
How to Apply
To Apply: Please submit the following documents: cover letter, resume, MMA application, and contact information of three (3) professional references. The MMA application form is located on the employment opportunities under Human Resources on the MMA website: www.maritime.edu. Application materials may be saved, attached, and sent electronically to hr@maritime.edu. Alternatively, submit application materials by USPS to: Human Resources Department, Massachusetts Maritime Academy, 101 Academy Drive, Buzzards Bay, MA 02532. Finalist must complete background check and pre-employment drug testing.
Massachusetts Maritime Academy is an Equal Opportunity Employer.
Salary : $49,261