Clerical Assistant I/II/III
About The Position
This full-time, non-civil service, union position is within the Tobacco Enforcement Section, specifically the Vape Enforcement Unit/Public Protection Division. The role involves maintaining an office calendar, scheduling meetings, taking notes, managing case management systems for vape-related matters, performing data entry, preparing correspondence, processing mail, maintaining files, answering and routing phone calls, and working with agency partners and licensees to ensure accurate and timely submissions. The position also involves documenting procedures, working as a team player, and performing other duties as assigned by supervisors.
Requirements
- Clerical Assistant I: Ability to perform the position
- No previous work experience needed
- Clerical Assistant II: Six months as a Clerical Assistant I OR Graduation from high school OR Any equivalent combination of experience and training
- Clerical Assistant III: One year as a Clerical Assistant II OR One year of moderately complex clerical experience OR Any equivalent combination of experience and training
Nice To Haves
- Proficient in Adobe and Microsoft Word, Excel, and Outlook
- Shows initiative, works independently, and is dependable
- Exhibits attention to accuracy and organization
- Possesses the computer knowledge necessary to navigate through networks and computer-based files
- Exceptional typing skills
- Ability to maintain the confidentiality of document materials
Responsibilities
- Maintains an office calendar
- Schedules meetings
- Takes notes at staff meetings
- Opens and closes vape related matters in a case management system
- Performs data entry using a case management system and Excel
- Prepares and sends correspondence
- Processes daily mail including routing mail and maintaining a mail log
- Maintains files
- Answers phone calls, screen calls, and routes calls to the appropriate staff member
- Works with agency partners and vape licensees to improve the timeliness and accuracy of document/report submission
- Highlights noted inaccuracies in submissions for the supervisor, work unit, and agency partners
- Documents procedures and policies related to work
- Works as a team player
- Performs other duties as assigned by the section’s attorneys, investigators, and Executive Administrative Assistant
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
