Administrative Clerk I/II

City of Brea•City of Brea-Civic Center, CA

2d•Onsite

About The Position

Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. This recruitment may close at any time; all interested candidates are encouraged to apply immediately. There are currently three (3) vacancies. One (1) full-time position assigned to the Community Development Department, One (1) part-time position assigned to the Fire Administration office and One (1) part-time position assigned to the Public Works Department. The eligibility list established from this recruitment may be utilized to fill future full-time or part-time Administrative Clerk I/II vacancies. To perform a wide variety of general clerical and administrative duties in assigned department; maintain records; type reports, memorandums, correspondence, and other documents; may perform specialized administrative support duties for a department; and perform other related duties, as assigned. DISTINGUISHING CHARACTERISTICS Administrative Clerk I This is the entry-level classification in the Administrative Clerk series. The classification is distinguished from the Administrative Clerk II level in that assignments are routine and repetitive duties which are performed according to established procedures and changes in procedures or exceptions to rules are explained in detail as they arise. This classification may be used as a training class for flexibly staffed positions. In this use, the incumbent of the classification would lack a complete knowledge of department procedures and precedents and not yet be able to perform the full range of duties assigned to the Administrative Clerk II level without immediate supervision. Administrative Clerk II This is the journey-level classification in the Administrative Clerk series. Positions in this classification are flexibly staffed and are normally filled by advancement from the Administrative Clerk I level, or, when filled from the outside, require prior clerical experience. Appointment to the Administrative Clerk II level requires that the employee be performing the full range of duties for the classification and meet the qualification standards for the classification. An Administrative Clerk II is expected to perform assigned duties with only occasional instruction or assistance, and work is normally reviewed only on completion. Adequate performance at this level requires the knowledge of general City procedures on purchasing, personnel and payroll, as well as knowledge of department policies and procedures. SUPERVISION RECEIVED AND EXERCISED Administrative Clerk I Immediate supervision is provided by management, professional, technical, or higher level clerical positions. Functional or technical supervision may also be received from department staff. Administrative Clerk II General supervision is provided by management, professional, technical, or higher level clerical positions. Functional or technical supervision may also be received from department staff. Technical supervision may be provided to other clerical classes.

Requirements

Equivalent to completion of the twelfth grade including or supplemented by specialized clerical courses.
One year in a position comparable to an Administrative Clerk I in the City of Brea.

Responsibilities

Type and proofread a variety of documents including reports, memos, and statistical charts from oral dictation, rough draft, forms, copy, notes or transcribing machine recordings.
Perform a wide variety of routine clerical work including filing, billing, checking, and recording information on records.
Maintain a variety of statistical records; check and tabulate statistical data; prepare simple statistical reports.
Maintain inventory records; process purchase requisitions; maintain purchase records; resolve errors in orders received and invoices.
Order office supplies; submit expense claims.
Act as City and/or department receptionist; answer the telephone and wait on the general public, giving information on department policies and procedures as required.
Sort and file documents and records, maintaining alphabetical, index, and cross-reference files.
Receive, sort and distribute incoming and outgoing correspondence.
Schedule appointments and various meetings.
Issue, receive, type and process various applications, permits and other forms.